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Administrative Specialist, Women & Gender Studies

Apply now Job no: 494761
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

Pay Grade: 29E

Context of the Job:

Under general direction, the Administrative Specialist performs and/or oversees a variety of associated complex administrative, fiscal, staff support, and planning activities for the Department of Women & Gender Studies. Responsibilities require advanced or specialized knowledge and skills such as budget administration and control, equipment, facilities, and inventory management, record keeping and database management, and specified information-gathering projects and tasks. The principal emphasis is on performing high-level administrative or financial functions requiring the exercise of independent judgment and discretion. The administrative specialist will work as a strategic partner with the Dean’s office. This partnership includes CAS Grants Analyst, HR Generalist, Events Manager, Communications team, and Finance & Analytics. 

Major Responsibilities:

  • Provides all facets of administrative coordination and support for the Department of Women & Gender Studies. 
  • Manages financial functions of the Department, including budget projections and tracking utilizing UDataGlance reports, and processes JV’s, honoraria reimbursements, and Procurement card, and reimbursement management and approvals for all Women & Gender Studies department faculty. Monitors and processes expenditures, performs analysis, processes requisitions and coordinates Budget Turnaround for faculty and staff.
  • Develops and maintains individual tracking systems for grants management. Administers budgets for faculty grants from agencies. Oversees the start-up funding for new faculty. Supervises implementation of University policies and procedures for grants, travel, speakers, visas, and other expenses.
  • Coordinates special functions such as committees, alumni events, convocation, Honors ceremony, student receptions, and lecture series; coordinates student outreach and alumni programs of the department; participates in the design and production of program publications including newsletters; oversees alumni contributions.
  • Coordinates event planning with all vendors (room reservations, UD Catering, UD Media Services, CAS Communications Team, University Printing) and processes all related reimbursement and honoraria.
  • Acts in the absence of the Chair on operational and administrative matters; reviews, interprets, recommends, and/or implements college and school policies; identifies and resolves issues regarding administrative and fiscal matters; develops systems to monitor academic and administrative deadlines (e.g., sabbatical applications).
  • Handles all administrative responsibilities for the schedule of classes with Associate Chair, initiates interdepartmental contact for cross-listing courses, handles data input and management in UDSIS, runs COGNOS reports to ensure accuracy and meet all Registrar deadlines and facilitates the preparation of course flyer for promotion and advising.  
  • Ensures HR Liaison responsibilities are fulfilled, including hiring and processing S-Contracts for supplemental faculty, processing administrative supplements, JEDs, faculty sabbatical  retirement, LAM Management; Work-Study Staff and Miscellaneous Wage employee recruitment, hiring, and supervision; hiring and timesheet management of students’ practicum experience and of grant-funded graduate assistants and post-doctoral fellows. 
  • Coordinates all facets of editorial content and production of the annual departmental newsletter. Maintains department website. Works with Chair and faculty to manage and support public relations for the department.
  • Writes recommendation letters as requested by graduating work-study students.
  • Coordinates student registration, course scheduling, supply ordering, and curriculum support.
  • Maintains the vacation/sick time records and processes payroll for work-study and miscellaneous wage staff.
  • Schedules all student interviews and prepares committee correspondence. 
  • Oversees data control and implementation of new methods and procedures.
  • Performs miscellaneous job-related duties as assigned.



  • Bachelor’s degree and three years related experience, or equivalent combination of education and experience.
  • Experience in developing budget projections and analyzing spending for compliance
    requirements with UD policy and grants.
  • Experience with Grant Administration.
    Knowledge of office procedures and practices with special emphasis on financial administration and confidentiality requirements complying with HIPPA/FERPA.
  • Knowledge of unit programs, policies and procedures preferred.
  • Ability to analyze and interpret data and make independent decisions and judgments in keeping with the position level.
  • Ability to use advanced techniques in spreadsheet, database, and/or presentation software.
  • Ability to communicate and interact well with people of all ages and diverse backgrounds.
  • Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.
  • Ability to understand, explain, and apply rules, regulations, policies and procedures.


Applications close: Eastern Standard Time

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