Administrative Specialist, Office of the Provost
Job no: 499659
College / VP Area: Office of the Provost
Work type: Staff
Categories: Administrative Support, Full Time
PAY GRADE: 29E
CONTEXT OF THE JOB:
The Office of the Provost is responsible for the creation and development of all academic programs, ultimately facilitating the success of the University’s faculty and students. The Office includes 10 colleges; Faculty Affairs; Enrollment Management; International Programs; Undergraduate Education; Graduate Education; the Center for Teaching and Assessment of Learning; Online Education; Sustainability; and the Library, Museums and Press.
Under the supervision of the Chief of Staff, the Administrative Specialist provides high-level administrative support within the Office of the Provost, with dedicated support for Academic Programs, which is led by the Vice Provost for Academic Programs and University Initiatives. Using tact and diplomacy, the incumbent will serve as a first-line response to many complex, sensitive and highly classified matters that are directed to Academic Programs, and those requiring comprehensive knowledge of University policies. This position also serves as the initial point of contact for the Office of the Provost, providing quality customer service to a variety of stakeholders and ensuring general support for the Office, using in-depth knowledge of UD. The incumbent uses initiative, independent judgement and decision-making skills in carrying out the essential functions of the position.
- As a main point of contact for the Office of the Provost, provides a welcoming and consistent presence in person, on the phone and online, for internal and external guests and visitors. Responds to inquiries and emails in a timely manner.
- Coordinates complex meeting schedules involving multiple parties and manages the daily and long-term calendar and supportive needs for the Vice Provost for Academic Programs and University Initiatives. Provides backup support for the calendars and meeting coordination for the Provost.
- Drafts reports, correspondence, and presentation material for review by the Vice Provost for Academic Programs and University Initiatives. Monitors the UD-Provost email inbox and responds to general inquiries, questions, and concerns, which often contain confidential information.
- Manages the Mentors’ Circle brick and paver project annually, communicating with Grounds and with the Award winners. Provides stewardship communication to the winners.
Committees and Events Administrative Support
- Coordinates logistics associated with the three-semester long Academic Performance Review (APR) process involving the academic departments at the University.
- Plans and executes large- and small-scale events and activities and handles all aspects of event planning for the Vice Provost for Academic Affairs and University Initiatives, including the budget, agenda, venue reservations, travel arrangements, event invitations, rsvp lists, program and other document preparation, food service, and itinerary scheduling.
- Organizes and coordinates various ad hoc and committee meetings and workshops, and senior-level search committees, including arranging travel and hotel reservations for external participants and managing all other logistical matters.
- As the Provost’s Office Concur and UDExchange liaison, responds to Concur and UDExchange-related queries from members of the Provost’s Office and serves as a point of contact with the central Procurement Services team. Leads the reconciliation of purchases and management of subscriptions for the Office. Processes financial payments and reimbursements related to all office expenses and processes.
- Oversees the annual payments to Excellence in Teaching and Excellence in Advising award winners.
- Coordinates domestic and international travel arrangements, including flight and hotel reservations. Processes financial transactions and reconciles reimbursements.
- Manages and maintains inventory of office supplies and provides basic office supply support (labels, etc.) to Provost Office staff. Develops best practices for ensuring supplies are available and purchased with fiscal responsibility.
- Support efforts to enter and maintain financial and nonfinancial data, and query data when needed, and prepare reports to be used by the Vice Provost for Academic Programs and University Initiatives, as well as the Assistant Vice President for Academic Budgets. Performs miscellaneous job-duties as assigned.
- Bachelor's degree and three years of relevant experience or equivalent combination of education and experience. Experience in a higher education institution is preferred.
- Demonstrated knowledge of and experience with administrative support practices and procedures.
- Demonstrated ability to handle information and documentation that are of a confidential and highly sensitive nature. Commitment to ensuring confidentiality and privacy are recognized and preserved.
- Commitment to a continuous process improvement mindset, which includes ability to assess opportunities for improvement in processes and workflow, make recommendations and implement approved changes.
- Proficiency and experience with Microsoft Office applications including Outlook, MS Word, MS Excel, MS PowerPoint or comparable software programs.
- Effective verbal and written communication skills, including proficiency with grammar, punctuation, spelling and composition.
- Strong interpersonal and collaborative skills, with the ability to establish and maintain effective working relationships.
- Ability to handle challenging situations with initiative, professionalism and diplomacy; prioritize and handle concurrent tasks in a timely manner; and use discretion regarding matters of a sensitive and confidential nature.
- Ability to verify accuracy of information, analyze and resolve discrepancies and follow-up on outstanding activities, often without guidance from leadership.
- Willingness to invest in professional development activities to ensure ongoing effectiveness in the position.
- Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
- Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
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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