Assistant to the Dean, Honors College
Job no: 500577
College / VP Area: University Honors College
Work type: Staff
Categories: Administrative Support, Full Time
Review of applications will begin on December 4, 2023.
PAY GRADE: 30E
CONTEXT OF THE JOB
The Honors College (HC) is a multidisciplinary undergraduate-only college that serves over 2,000 highly talented and engaged students, has a faculty board and over 300 faculty teaching honors courses each year, and works to strengthen connections to its over 10,000 alumni. On a regular basis, this position interfaces with students, faculty from across campus, University of Delaware (UD) offices across campus, alumni, the dean’s advisory council, representatives of government, industry, and other institutions. This position is responsible for assisting the Dean, Associate Dean, and Senior Advisor/Chief of Staff (Senior leadership team) in providing an outstanding honors experience for its students, and in achieving the college’s strategic goals. This position manages the myriad of demands and conflicts for the Dean and the Associate Dean, schedules and provides high-level administrative support to proactively anticipate the needs of the Deans to successfully achieve the most effective and efficient administration.
- Assists the Senior leadership team on a day-to-day basis, support the efforts of the college to provide an outstanding honors experience for its students, and provide administrative support for the college’s various strategic initiatives.
- Oversees the day-to-day operations of the Dean’s Office. Performs a broad range of administrative duties and details of a highly complex and confidential nature on a regular basis.
- Assists the Dean with development and fundraising efforts for the College such as making travel arrangements, assembling information packets for meetings and coordinating donor visits, organizing college development activities to include the annual national alumni gatherings, fall and spring Dean’s Advisory Council meetings, and other special development functions.
- Assists the Dean with stewardship efforts. Generates gift reports using the University's gift reporting system and composes thank you letters to donors for the Dean's approval and ensures that thank you letters or electronic thank you notes are sent to all donors.
- Plans and supervises events for the college including selecting venues and coordinating with vendors (i.e. caterers, hotels, University facilities) prepares budgets, selects menus, determines and orders necessary technical support, prepares guest lists and distributes invitations and tracks responses, determines and supervises staffing, coordinates with speakers, honorees and special guests to include high ranking dignitaries outside the University many at a National and International level, responds to inquiries and problems, and provides on-site supervision of events.
- Monitors data that relate to the college’s metrics of success and provides reports to the Deans.
- Collaborates with Senior leadership team on internal and external requests for information, researches necessary data, and composes drafts and documents for review and approval.
- Analyzes and responds to the needs of faculty, students, staff, and the general public on a variety of levels, including the resolution of problems and referral to the appropriate University service or office.
- Supports the efforts of the Dean and Associate Dean when engaging with faculty via faculty meetings, the faculty liaisons program, and faculty community-building events like lunch scrambles and state-of-the-college meetings.
- Manages the Dean and Associate Dean’s calendars, evaluates appointment requests, and directs them to appropriate offices. Responds to situations that require a high degree of sensitivity and confidentiality on matters impacting the Dean and Associate Dean, faculty, college personnel, and central administration. Screens incoming telephone calls and visitors for the Dean and Associate Dean.
- Composes routine and non-routine letters, memos, and other correspondence, reports, and documents for the Dean and Associate Dean.
- Coordinates all travel arrangements for the Dean and Associate Dean including travel to annual conferences, national meetings, external committees, symposiums, visits to international countries to meet with high-ranking officials and dignitaries, and other travel required by the Dean and Associate Dean.
- Manages ProCard administration for the Dean and Associate Dean. Verifies that ProCard expenditures are charged to appropriate budgets and confirms funds are available prior to processing credit card allocations. Reviews charges to ensure they are allowable in accordance with agency regulations and guidelines. Ensures backup documentation is properly filed and available for audit or grant close-out reporting.
- Under the guidance of the Senior leadership team, reviews, updates, and streamlines administrative procedures in the college.
- At the direction of the Dean, coordinates the process of appraisal submissions to the Dean for the Dean’s direct reports.
- Acts as the official recorder for all external advisory council meetings, faculty board meetings, college faculty meetings, and other meetings held by the Dean and Associate Dean. Responsible for preparing agendas, minutes, and follow-up action items that require thorough attention to detail and confidentiality.
- Assists the Dean and Associate Dean with creating and disseminating messages and newsletters to students, faculty, the faculty board, and the external advisory council.
- Manages and coordinates all searches chaired by the Dean and Associate Dean.
- Coordinates all administrative support to the Dean and Associate Dean regarding their external appointments in organizations.
- Supervises student and miscellaneous wage personnel for the Dean’s Office, including scheduling, training, disciplinary actions, and conflict mediation. Develops procedures and assigns work tasks to improve efficiency.
- When needed, originates and submits Web Forms e.g., journal vouchers (JVs), Business Expense Reimbursements (BERs), procurement requisitions, cash transmittals, and other required administrative documents and forms for the unit.
- Performs other job-related duties as assigned.
- Bachelor's degree and three years of related experience, or an equivalent combination of education and experience.
- Knowledge of University and College policies standards and procedures.
- Effective interpersonal and problem-solving skills.
- Ability to communicate effectively both orally and in writing.
- Ability to be detail-oriented under deadline pressure.
- Ability to work independently, possess strong organizational and multi-tasking skills and exercise good judgment in decision-making.
- Ability to handle sensitive and confidential information with the utmost discretion and possess professionalism and diplomacy in interfacing with high-profile officials.
- Ability to manage special events from inception to completion.
- Ability to develop and maintain recordkeeping systems and procedures.
- Ability to prioritize multiple projects and demands with a collaborative and positive attitude.
- High proficiency in using computer and software programs to develop documents, spreadsheets, databases, reports, and presentations.
- Supervisory experience.
- Experience working in an academic or non-profit environment is highly desirable.
- Knowledge of PeopleSoft systems and the Advance System is preferable.
- 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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