Administrative Assistant IV, Computer & Information Sciences
Job no: 496810
Work type: Staff
Categories: Administrative Support, Full Time
PAY GRADE: 28N
CONTEXT OF THE JOB:
Under the limited supervision of the Chair and the Business Administrator of the Department of Computer & Information Sciences, the Administrative Assistant IV will be expected to independently execute the duties of this position. The principal responsibility of this position is anticipating, coordinating, and executing annual academic, recruiting, public relations, and development events for the Department with very little input from the Chairperson or Business Administrator. As such, this position demands resourceful problem solving, tact and the ability to maintain confidentiality.
The Department of Computer & Information Sciences is nationally and internationally known for its extensive research and teaching portfolios. It is a vibrant and growing department, currently with 21 tenure-track, seven teaching-focused, and five research faculty members, 125 graduate students and 437 undergraduate students. The Department has significant external funding, including grants from NSF, NIH, DOE, Air Force, Army, Navy, and industries.
- Oversees or assists with all facets of the daily operations of the Department, ensuring compliance with University, state and federal laws, policies and regulations.
- Coordinate data compilation, information, execution, and creation of complex Department reports, surveys, strategic plans, special projects and other fact-finding initiatives for the Department Chairperson or Business Administrator.
- Coordinate and manage activities related to the Department’s Development and Alumni Relations initiatives, meetings, events, data collection and reporting
- Provide guidance to all levels of management on policy questions, financial and administrative matters.
- Manage data, schedules and activities for the Department Chairperson as well as important Department committees such as the Department’s Executive Committee (e.g., faculty peer reviews, promotion and tenure-related activities).
- Coordinate and oversee all Departmental publicity initiatives, including independent design, implementation and maintenance of content on the Department’s electronic marketing display and social media platforms.
- Assists in the submission of course scheduling data in CLSS, which includes data entry, editing and ensuring courses are correctly inputted.
- Serves as backup for the Business Administrator in areas such as recording faculty meeting minutes, working with the Chair on projects as needed, and budgetary inquiries under the direction of the Business Administrator.
- Plan office activities as related to retirements, holidays, and other internal events which may include coordinating logistics and/or gifts.
- Coordinate, schedule and manage all logistics (including travel and lodging as necessary) for Department meetings, functions and annual and special events as well as faculty and student recruiting, Distinguished Speakers, Special Interest Group Speakers, faculty searches, potential graduate students, and student conference travel such as the annual Grace Hopper Celebration of Women in Computing and the ACM Richard M. Tapia Celebration of Diversity in Computing conferences.
- Prepare and handle correspondence and highly sensitive, confidential information on behalf of the Chairperson and Business Administrator for matters critical to the Department’s overall operations.
- Perform miscellaneous job-related duties as assigned.
- High school diploma or GED, Bachelor’s degree preferred, and five years of job-related experience, or equivalent combination of education and experience.
- Ability to work and act independently with limited-to-no supervision.
- Effective organizational and prioritization skills, exceptional attention to detail, and excellent proofreading skills.
- Strong analytical and critical thinking skills and the ability to analyze, interpret, summarize, and effectively present data.
- Ability to grasp, retain, and disseminate an extensive and varied body of information with the ability to exercise sound judgment and employ effective decision-making skills.
- Ability to work independently as part of a team when necessary to meet Departmental, College and University goals and objectives.
- Ability to handle multiple assignments concurrently while meeting strict deadlines with the capability of adapting to rapidly changing environments.
- Ability to generate new ideas, tasks, or materials independently as needed for the Department and without prompting from supervisors.
- Advanced proficiency with Microsoft Office and Google Drive applications; knowledge of web-content management software is desired.
- Effective oral and written communication skills with the ability to communicate and interact well with people of all ages and diverse backgrounds internal and external to University communities.
- Knowledge of principles and practices of office management and university policies and procedure.
- High degree of integrity, poise, sound judgement and professionalism are required.
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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