Pay Grade: 29E

Context of the Job:

This position supports various complex administrative activities to ensure the successful implementation of the research and operational priorities set by the Disaster Research Center and the University’s Research Office. Under limited supervision, the Administrative Specialist is responsible for implementing administrative functions and assisting with critical priorities, engaging stakeholders from multiple colleges and UD administrative offices. This position requires a highly-proficient level of professionalism and independent judgment; problem-solving, technical, organizational, interpersonal, researching, and decision-making skills; and management of highly confidential information. This position will supervise DRC students or temporary staff and must be able to work in a diverse community. The Administrative Specialist reports to the Business Administrator. (We will begin reviewing applications June 1st and the position will remain open until filled).

Major Responsibilities:

• Collaborates with the Co-Directors, Business Administrator, Assistant Director for Archives and Collections, and DRC faculty and other staff to execute strategic initiatives supporting the DRC mission.
• Support DRC faculty and staff in preparing applications and administering research projects. Participate in special assignments and projects supporting the research grants and engage in university or departmental committees.
• Assist with strategic development, engagement, and management of DRC marketing and communications, i.e., website, social media, newsletter, etc. Assist with advising DRC on potential strategies and best practices for online platforms.
• Process financial and procurement transactions and interact with vendors and staff from procurement, finance, research, and other related departments to resolve concerns or questions.
• Serve as the primary customer service contact for the DRC suite to welcome and direct students, alumni, faculty, and DRC constituents and respond to the general program, event, and service inquiries.
• Coordinate general office operation to manage and track office resources, supplies, and equipment. Process facilities management, information technology, and other related work order requests.
• Manage calendars to coordinate appointments and meetings for the Co-Directors and Assistant Directors using Outlook, Google Calendar, Teams, or Zoom.
• Support HR and payroll functions to process and onboard new hires/rehires, i.e., coordinate recruitment efforts, process payroll, set up training, and related responsibilities.
• Organize details to coordinate the logistics for special events and programs.
• Prepares draft reports, correspondence, presentations, and other DRC management reports using MS Word, Excel, and PowerPoint.
• Coordinate domestic and international travel arrangements, registrations for conferences, seminars, etc.
• May work outside of regular operating hours and serve as a back-up for other staff members.
• Other duties as assigned.

Qualifications:

• Bachelor's degree in business administration or related field and three years of progressive related experience, or equivalent combination of education and experience. Experience in Higher Education administration is preferred.
• Ability to work independently, supervise, and evaluate the work of others and proven ability to coordinate and track the progress of assignments or projects.
• Proven analytical, organizational, time management, problem-solving, analytical, written, and verbal communication, editing, and proofreading skills are required.
• Experience with handling multiple tasks concurrently, attention to detail, and skill in organizing resources and establishing and adjusting priorities in a rapidly changing environment. Requires the ability to take the initiative and work independently and in a team.
• Demonstrated ability to exercise professional office practices and procedures with minimal supervision. Ability to analyze and interpret department policies to make independent judgments and decisions within established routine responsibilities.
• Demonstrated ability to exercise strong interpersonal skills to communicate with and interact with a wide range of constituencies in a diverse community. Must be committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
• Evidence of a high degree of customer service skills with the ability to deal with challenging situations calmly and diplomatically. Proven ability to exercise discretion and judgment with sensitive and confidential matters.
• Ability to coordinate the logistics for events and special programming.
• A high degree of technical skills is required. Experience with Microsoft Word, Excel, PowerPoint, and Outlook at an intermediate level of knowledge. Working knowledge of databases, web-based systems, and social media platforms. Proven ability to learn and adapt to new technical skills. Experience working with university systems is preferred. Experience with WordPress and MailChimp or similar is a plus.