Administrative Specialist, Office of Institutional Equity
Job no: 500278
College / VP Area: VP Institutional Equity
Work type: Staff
Categories: Administrative Support, Full Time
PAY GRADE: 29E
CONTEXT OF THE JOB:
Under the general direction of the Director of Student Diversity & Inclusion, the Administrative Specialist is responsible for the coordination, administration, financial management, and logistics of equity, diversity, inclusion, and social justice initiatives and priorities related to the student experience around student culture and equity at the University of Delaware.
The Administrative Specialist works with faculty, staff and students as well as internal and external campus partners, and may support staff within Student Diversity & Inclusion and the Center for Intercultural Engagement and all students to encourage a campus environment where they feel welcome and valued. The Administrative Specialist partners with the Director of Student Diversity & Inclusion and the Director of Advancing Racial Equity & Inclusion, Assistant Vice President, Institutional Equity for Student Life to implement the Office of Institutional Equity and Division of Student Life’s equity, diversity, inclusion, and social justice initiatives in alignment with the mission, vision, and values of the Office of Institutional Equity, Division of Student Life, and University of Delaware.
- Assist with and lead coordination of administration, operations and logistics for the Center for Intercultural Engagement’s events including, but not limited to, receptions, programs, and meetings; In conjunction with other Student Diversity & Inclusion and Center for Intercultural Engagement staff, coordinate appropriate facilities, equipment, speaker arrangements, catering, publicity, and technical support needs. Resolve or manage resolution of problems and issues as they arise and ensure event services are delivered timely and appropriately.
- Develop and maintain administrative and office management strategies; analyze office operations and strategies; propose and implement new strategies and procedures designed to improve administrative functioning. Initiate resolution to in-office issues and needs that arise.
- Supervise Center for Intercultural Engagement graduate and undergraduate student employees, including ensuring proper scheduling, employee competency, regular performance appraisals, and completeness of assigned duties.
- Participate in managing the operations of the Student Diversity & Inclusion and Center for Intercultural Engagement, including arranging meetings, events, retreats and other activities for staff and student employees. In conjunction with IT, manage and maintain office technology, computers and equipment.
- Coordinate the Directors’ calendars by scheduling and preparing materials for meetings, printing or making agendas, and sharing any applicable meeting minutes.
- Develop and adhere to budgets for events, including tracking expenses with internal ledgers and University budgeting systems, verifying documentation and receipts, allocating expenses, and completing expense reports. Ensure all expenses and transactions are in compliance with University policies and procedures.
- Perform financial reconciliation for, including but not limited to, Director credit card expenses, welcome events, receptions, programs, and meetings. Prepare financial statements and expense analyses to ensure optimal use of funding and support. Document and arrange transfers for commitments of program support; follow-up as needed.
- Send and collect for vendor, speaker, and performer contracts; review and utilize appropriate procurement processes for approval and execution. Review invoices and initiate webforms, including purchase orders and vendor payments.
- Serve as the Concur Liaison for Student Diversity & Inclusion and Center for Intercultural Engagement; record expenses in Concur for staff including expense reports, allocations, travel requests and arrangements, and troubleshooting as needed.
- Serve as Human Resources (HR) Liaison for Student Diversity & Inclusion and Center for Intercultural Engagement; ensure all HR records are current; coordinate and process all HR related forms and paperwork; provide staff with information on HR related policies and legislation, including vacation, sick leave and extended leaves; attend related meetings and training programs as required.
- Develop and manage a process to effectively route and respond to Student Diversity & Inclusion and Center for Intercultural Engagement programming related requests (e.g., workshops, trainings, and co-sponsorships) via multiple Student Diversity & Inclusion and Center for Intercultural Engagement communication channels, including but not limited to general email inboxes and online live chat features.
- Serve as an ambassador of the Office of Institutional Equity and Division of Student Life.
- Perform daily routine office duties such as answering phones, unlocking and locking office space(s), receiving mail and packages, assisting with general office management and facility needs, as well as monitoring and maintaining office inventory.
- Perform additional job-related duties as assigned.
- Bachelor’s degree preferred and three years related experience, or an equivalent combination of education and experience.
- Strong skills in budget preparation, financial practices and procedures, and the ability to develop financial reports and plans.
- Knowledge of equity, diversity, inclusion, and social justice concepts and an understanding of complexities within diversity and inclusion content and process.
- Outstanding interpersonal and community relations skills, and the ability to establish and maintain collaborative and effective working relationships with students, staff, faculty, and administration.
- Advanced knowledge of administrative support practices and procedures and knowledge of principles and practices of general administration.
- Ability to work effectively with a wide range of constituencies in a diverse community and
- rapidly changing technical environment.
- Commitment to fostering a workplace culture of belonging, where diversity is celebrated, and
- equity is a core value.
- Superior customer service and communication skills, including the ability to utilize software programs to develop and distribute electronic communications.
- Effective supervisory, leadership, team building and collaboration skills.
- Proficient in Microsoft Office and Google Suite (i.e., Microsoft Outlook, Word, Excel, and PowerPoint and Google groups, documents, sheets, and slides).
- Ability to develop, implement and assess strategic initiatives that advance an affirming and inclusive culture.
- Ability to maintain a high level of confidentiality and handle sensitive issues with discretion and professionalism.
- Ability to take initiative and responsibility for projects and development of services.
- Skills in independent judgment to plan, prioritize, and organize a diversified workload with attention to detail.
- Evening and some weekend hours are required to meet the varied schedule of events.
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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