PAY GRADE: 30E

CONTEXT OF THE JOB:

The University of Delaware (UD) has a strong tradition of distinguished scholarship, research, teaching, and service that is grounded in a commitment to increasing and disseminating scientific, humanistic, and social knowledge for the benefit of the larger society. The Center for Research in Soft matter and Polymers (CRiSP – launched in 2019) and the Center for Hybrid, Active, and Responsive Materials (CHARM – NSF-funded and launched in 2020) create and integrate new solutions to next-generation polymer/plastic and quantum materials towards more sustainable and efficient materials systems. Both centers reside within the College of Engineering at UD and serve as a portal to soft and hybrid materials research, education, and outreach and is part of UD’s efforts to advance materials sciences, technology, and policy.

Within this context, the Assistant to the Director is a senior level professional who is specifically responsible for several tasks, many of which require a high degree of confidentiality, sensitivity, and diplomacy; excellent written and verbal communication skills; exceptional organizational abilities with the ability to handle multiple priorities simultaneously, flexibility, and the ability to work well under pressure; and excellent human relations skills and the ability to work and think independently.

MAJOR RESPONSIBILITIES:

• Oversees the day-to-day operations of CRiSP and CHARM and performs a broad range of administrative details of highly complex and confidential nature on a regular basis.
• Reviews, interprets, recommends, and implements University and College policies to ensure effective administration within the Centers; identifies and resolves issues regarding administrative matters. Develops and maintains administrative and office management systems.
• Prioritizes, arranges, and coordinates (co)Director's meetings with leaders in the academic, public and private sectors. Develops and assists in the preparation of presentations and meeting information.
• Leads planning and supervises all events, including seminar speakers, to include scheduling with all appropriate constituents, selects venues and coordinates with vendors (i.e., caterers, hotels, University facilities), prepares budgets, selects menus, determines and orders necessary technical support, distributes invitations and tracks responses, coordinates with speakers and guests, responds to inquiries and problems, and provides on-site supervision of events.
• Analyzes and responds to needs (co)Director, Executive Director, Education Director, Center faculty, students, staff, and the general public on various levels, including the resolution of problems and referral to the appropriate University/College service or office.
• Makes complete travel arrangements, both domestic and international, for the (co)Director including securing airline tickets, train tickets, transportation to and from airport/train station, visa applications, and lodging reservations. Reconcile expenditures and complete reimbursements, as necessary. Prepares itinerary for trips and meetings.
• Manages the (co)Directors and senior staff calendars, evaluates appointment requests, and directs to appropriate offices. Responds to situations that require a high degree of sensitivity and confidentiality on matters affecting the Centers and research programs under the umbrella of the Centers.
• Maintains current knowledge of the A/V technology and effectively instruct participants on use to include WebEx and ZOOM, as necessary.
• Manages program-reporting processes to ensure timely submission to funding agencies.
  Prepares annual calendar of due dates, responsibilities, and reminders for required reports and proposals.
• Manages office equipment and space/furniture needs.
• Coordinates and attends various sessions and departmental meetings. Develops agendas and organizes guest presentations and attendance, develops accurate meeting minutes, and follows up on action required.
• Manages existing websites, including participation in the development of website content and performs routine social media and website updates, including event/training registrations.
• Processes Web Forms, e.g., Personnel Information Forms (PIFs), and other required administrative documents and forms as necessary.
• Composes routine and non-routine letters, memos, presentations, and other correspondence, reports, and documents for the Center leadership. Collaborates with the (co)Directors and senior staff on internal and external requests for information, researches necessary data, and composes drafts and documents prior to submitting for review and approval.
• Performs other job-related duties as assigned by the Directors of the Center.

QUALIFICATIONS:

• Bachelor's degree with three years of related job experience, or equivalent combination of education and experience.
• Experience supporting a senior executive.
• Advanced knowledge and understanding of general administration, office practices and procedures, business English, proofreading, and editing skills.
• Ability to compile, analyze, interpret, and present complex program data and make independent decisions and judgments in recommending courses of action.
• Effective interpersonal and problem-solving skills.
• Ability to communicate effectively both orally and in writing.
• Ability to be detail-oriented under deadline pressure.
• Ability to work independently, possess strong organizational and multi-tasking skills, and exercise good judgment in decision making.
• Ability to handle sensitive and confidential information with the utmost discretion and possess professionalism and diplomacy in interfacing with high-profile officials.
• Ability to manage special events from inception to completion.
• Ability to develop and maintain recordkeeping systems and procedures.
• Ability to use advanced techniques in Microsoft Office applications, word processing, spreadsheet, database, website content management systems, and presentation software.
• Proficient skills related to electronic communications, including but not limited to website design (WordPress), e-newsletters, email campaigns, blogs, social media, and online surveys.
• Supervisory experience preferred.
• Experience working in an academic or non-profit environment is highly desirable.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.