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Assistant to the Dean, College of Engineering

Apply now Job no: 496853
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

PAY GRADE: 29E 

CONTEXT OF THE JOB:

Under the direction of the Dean of the College of Engineering (COE), the Assistant to the Dean performs a variety of complex high-level administrative and staff support activities requiring advanced knowledge and skills. The Assistant to the Dean maintains a high degree of sensitivity and confidentiality on all matters concerning the Dean, COE senior leadership, and University administration. The Assistant to the Dean manages, plans, organizes, and provides support in a variety of areas and serves as a liaison between the Dean’s Office and COE’s academic units, interdisciplinary programs, research centers, and the offices of the University’s senior administration. The Assistant to the Dean works simultaneously on multiple projects/assignments, communicates efficiently and effectively in writing and verbally, and is responsible for supervising and managing the workflow of administrative assistants in the Dean’s Office.

 

MAJOR RESPONSIBILITIES:

  • Oversees day-to-day administrative operations for the Dean and the Dean’s Office, performing a broad range of administrative tasks that are highly complex and highly confidential.
  • Manages complex calendar for the Dean ensuring responsive and timely scheduling and continual communication with campus and off-campus collaborators. Strategically evaluates competing requests and priorities. Ensures calendar is updated continually, all details provided, and changes communicated to the Dean and Chief of Staff. Develops and independently prepares materials for the Dean for meetings, appointments and other engagements and subsequently provides follow-up materials as needed.
  • Supervises Dean’s Office administrative assistants, ensuring that Dean’s Office coverage is provided and adherence to University and College policies and procedures. Assigns and assesses work completed by administrative support staff in the Dean’s Office.  
  • Communicates professionally, effectively, and efficiently via email correspondence, phone, or in-person to a variety of requests, questions, and concerns.
  • Manages the Dean’s Office email inbox for general inquiries, questions, and concerns, which often contains confidential information. Directs questions to appropriate party for resolution and responds to sender in a professional and timely manner.
  • Processes registrations and makes travel arrangements for conferences and invited presentations, ensuring both the Dean and host organization are informed of each other’s requests. Compiles travel documents, background information and logistical details, and allocates related expenses.
  • Allocates/supports procurement card expenditures, reviews/supports expenditures for the Dean, and ensures supporting documentation is received and processed.
  • Works closely with the Dean, Associate Deans, and Department Chairs to coordinate multiple workflow/approval processes for activities such as University grant proposals, college bylaws, policies and signature requests.  
  • Ensures compliance with internal and external administrative policies and procedures.
  • Drafts, and/or edits Dean's correspondence, minutes, reports and other materials as needed.
  • Communicates regularly with Engineering Department Chairs, Program Directors, other Colleges, University departments and offices including but not limited to Human Resources, Provost's Office, Admissions, Facilities, Research Office, and the President's Office.
  • Provides assistance to the chairs and business administrators in the College on University and College procedures, deadlines, and clarification of policies as needed. 
  • Works closely with Development and Alumni relations to ensure the acknowledgement of gifts to the College.
  • Provides significant support for all high-level meetings and events. Serves as recording secretary for meetings, as requested. Distributes communications, call for items, agenda and minutes for each meeting. Initiates planning for all meetings with the Chief of Staff.
  • Conducts or delegates routine review of the COE website, gathering needed updates and working with communications team to ensure changes are implemented.
  • Assists the Dean and Engineering Leadership Team with special projects.
  • Performs miscellaneous job-related duties as assigned.

 

QUALIFICATIONS:

  • Bachelor's degree and four years of job-related experience or equivalent combination of education and experience.
  • Ability to handle sensitive and confidential information with the utmost discretion and possess professionalism and diplomacy in interfacing with high profile officials.
  • Computing skills with proficiency in word processing, spreadsheet and database software.
  • Experience with managing multiple calendars in Microsoft Outlook.
  • Effective analytical and technical skills, including the use of financial management systems, relational databases, spreadsheets and word-processing software programs. Experience with University systems and software including Concur, Web forms, UDataglance, Outlook, and Office 365 is preferred.
  • Financial and budget planning experience, as well as effective human resource management.
  • Skill in organizing resources and establishing priorities.
  • Ability to interpret, adapt and apply guidelines and procedures. Knowledge of academic policies and programs preferred.
  • Knowledge and experience in office management principles and requirements. Ability to plan, organize, implement, evaluate and modify administrative support needs. Skill and the ability to resolve complex administrative/procedural issues are necessary.
  • Effective interpersonal and verbal and written communication skills.
  • Ability to establish and maintain effective working relationships with a wide range of constituencies in a diverse community.
  • Ability to work independently, have strong organizational skills and attention to detail.
  • Ability to handle multiple tasks simultaneously.
  • Ability to develop, plan, and implement short and long-range goals.
  • Demonstrates an 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.

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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