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Administrative Specialist

Apply now Job no: 494551
Work type: Staff
Location: Newark
Categories: Administrative Support

PAY GRADE: 29E

CONTEXT OF JOB:

Under general direction of the Executive Assistant to the President, the Administrative Specialist provides a full range of administrative support for the Office of the President. Provides project-related support to ensure that the strategic and operational initiatives are implemented in an effective, timely and efficient manner, exercising initiative and judgment on a regular basis. Works independently and provides recommendations to enhance the organizational effectiveness of the Office of the President. As the first point of contact, offers a high level of service to internal and external constituencies, i.e. high profile alumni, faculty, senior university administrators, trustees, students, faculty, etc. Responsible for facilitating appropriate and timely information between the President, Vice President, Executive Assistant to the President, Assistant to the Vice President, and other internal and external constituents.

Major Responsibilities:

  • Administer the President’s Office budget; reconcile monthly the 20 purpose code accounts, prepare monthly budget spreadsheets, process financial transactions, manage and reconcile procurement card transactions, monitor expenditures, manage and create reimbursements and perform analyses by using established guidelines.
  • Meet with DAR/OCM/Biden Institute regularly to coordinate events requiring the President & First Lady’s attendance. Confirm venue logistics and transportation needs.
  • Prepare the President & First Lady for all aspects of President level events.
  • Assure the President and the First Lady are given background information of events and executive summaries of the top 5 to 10 key people at the event.
  • Work with DAR/OCM to ensure key contact is present for the duration of events to make certain the President and the First Lady are attentive to the key individuals.
  • Work with the Executive Assistant to the President and the First Lady to coordinate the winter and Spring Board of Trustee Receptions and other events as needed.
  • For non-development events, establish a working plan to apprise the President & First Lady of the event and provide an itinerary with proper background information of the event and the attendees.
  • Coordinate with the Communications and Marketing Speechwriter to ensure prepared remarks by UD speakers are reviewed, and remarks for President & First Lady are prepared in a timely manner.  
  • When hosting a meal, work with catering to orchestrate seating arrangements to assure the President and the First Lady are seated next to the key person(s) at the event.
  • Work with the lead contact with DAR & OCM and the Biden Institute to assure consistency and follow- up expectations.
  • Work with the Executive Assistant to the President and the First Lady to coordinate the  events and manage logistics for events at the President’s residence.
  • Send thank you letters in a timely fashion; include photo with letter for personal touch, obtain photo from either Dr. Assanis’ s personal cell phone or event photographer.
  • Maintain records of expenses to assure budgetary guidelines are met.
  • Manage and create reimbursements for the President; track the timing of reimbursements to assure expeditious reimbursement of Dr. Assanis’s expenses. Remove the President’s notifications and request for approval for VP travel and expenses. Receive summaries of all VP and direct reports travel expenses and reimbursement requests and provide those items to the President on a monthly basis.
  • Work with the Executive Assistant to the President on executive searches to process financial transactions from the search firm and reconcile expenses to the respective purpose code accounts
  • In concert with the VP of Strategic Planning & Analysis  and the Assistant to the VP of Strategic  Planning & Analysis prepare the Board of Trustee Executive Committee Compensation binders which requires attention to detail, organization and collaboration under considerable time constraints.
  • Work cooperatively with executive assistants on a variety of issues such as coordination of meetings, agendas, and shared documents; in the absence of respective assistants, manage and maintain the President’s and the Vice President for Strategic Planning and Analysis’s calendar.
  • Work in partnership with DAR to ensure that correspondence from the President to alumni, donors and VIPs are proofread; edited if needed, and distributed a timely manner.
  • Prepare correspondence for the President and for the office, dealing with matters requiring considerable judgement and discretion. Maintain office log of incoming and outgoing mail; documents requiring the President’s signature, invoices and all documents for file retention.
  • With minimal supervision, complete special projects as assigned by the President, First Lady, the Vice President for Strategic Planning and Analysis, and their respective assistants.
  • Manage the calendar for the two conference rooms on the first floor of Hullihen Hall room 130 and room 105; provide assistance on the set up the projector and phone in the respective conference rooms.
  • Provide a full range of administrative duties of highly confidential matters including disseminating materials and information for Board of Trustees, senior administration, faculty, staff, students, and external VIPs that require initiative and judgement to make independent decisions.
  • Provide information to callers and visitors, including Board of Trustee members and key external constituents, which require comprehensive knowledge of policies, practice, and operations.
  • Assist parents of students and students in the resolution of day-to-day issues; identify and resolve problems with appropriate actions.
  • Maintain accurate inventory and office supplies, establish and organize records, and maintain office-filing systems.
  • Archive the President’s files including confidential personnel documents. Retrieve and scan President & First Lady’s documents to store electronically.

Qualifications:

  • Bachelor’s degree in business administration or other job-related discipline and three years job-related experience supporting a senior executive, or equivalent combination of education and experience.
  • Effective interpersonal, oral and written communication skills.
  • Organizational skills, with ability to operate independently and to use sound judgment, initiative and discretion in all interactions with constituents.
  • Event planning experience.
  • Ability to successfully manage complex projects, often simultaneously and with attention to the details, and the proven ability to meet deadlines.
  • Sensitivity to confidentiality.
  • 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. 
  • Knowledge of University policies and procedures desirable.

Special Requirements:

  • Flexibility to work occasional evenings and weekends as needed.

Applications close: Eastern Standard Time

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