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Administrative Specialist, University Development

Apply now Job no: 499725
College / VP Area: Development & Alumni Rel
Work type: Staff
Location: Newark/Hybrid
Categories: Development & Alumni Relations, Full Time

Pay Grade: 29E

Context of the Job:

Under the general direction of the Assistant Vice President (AVP), Regional and Global Programs, the Administrative Specialist serves primarily as an extension of the AVP. The Administrative Specialist provides proactive support by making independent judgments and assessments of the AVP needs and taking initiative on behalf of the AVP. The Administrative Specialist manages Regional and Global projects; creates and oversees metrics and reports measuring gift officer activity, donor giving, participations, and engagement; composes and sends correspondence to a variety of constituents; creates systems and processes; and provides in-depth analysis to ensure efficient and accurate reporting and work practices. This position enables the AVP to focus on higher-level priorities knowing that the office and its many responsibilities are managed effectively and constituents are served with a high level of attention to details. The incumbent works independently and exercises a high level of critical thinking. The Administrative Specialist provides recommendations to enhance the organizational effectiveness of the AVP and the Regional and Global team while supporting DAR's mission. The incumbent is responsible for facilitating rapid and appropriate information flow between the AVP and various constituents including other senior administrators, donors, alumni, students, staff, and faculty community.

Major Responsibilities:

  • Oversees the day-to-day operations of the Office of the AVP, performing a broad range of administrative functions of a highly confidential nature on a regular basis, requiring initiative, problem solving and independent judgment.
  • Acts of behalf of or in the absence of the AVP, making decisions on operational and administrative matters. Performs urgent and critical administrative duties as required on behalf of the AVP and Development and Alumni Relations.
  • Initiates fact-finding to triage and resolve issues; provides appropriate referrals for assistance. Independently addresses requests and issues, ensures timely replies, resolution and follow-up.
  • Oversees and provides critical analyzes of financial information for the AVP's budget and prepares quarterly budget projections for Regional and Global Programs to ensure fiscally responsible operations.
  • Conceptualizes and designs critical reports for the AVP; collaborates with Systems and Reporting on data and report requests. Conducts reporting assessments relative to the AVP's annual goals and makes recommendations for the design of new reports to help drive long-term fundraising strategies. Conducts benchmarking and research as requested. 
  • Manages and maintains the AVP's complex calendar as well as assisting with calendars for members of the AVP's team, including the planning and scheduling of meetings with administrators, donors, alumni, staff, and faculty.
  • Coordinates extensive travel arrangements and prepares expense reports. I Independently analyzes and assesses strategically aligned travel for efficient planning and intentional outcomes.
  • Performs job-related duties as assigned.


  • Bachelor's degree and three years of job-related experience, or equivalent combination of education and experience.
  • Effective interpersonal, oral and written communication skills.
  • Superior organizational skills, with ability to operate independently and to use sound judgement, initiative and discretion in all interactions with constituents. 
  • Ability to successfully manage complex projects, often simultaneously and with attention to the details, and the proven ability to meet deadlines.
  • Extensive writing and editorial experience preferred. 
  • Knowledge of University policies and procedures desirable.
  • Sensitivity to confidentiality and to international and intercultural business issues.
  • Proficiency in the Windows environment, Microsoft Office (Access, Excel, PowerPoint, Word, Outlook), electronic communication and internet research.
  • Ability to communicate and interact well with people of all ages and diverse backgrounds.
  • Demonstrated 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.

Special Requirements:

  • Flexibility to work occasional evenings and weekends as needed.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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