Administrative Specialist, College of Health Sciences

PAY GRADE: 29E

CONTEXT OF THE JOB:

The University of Delaware College of Health Sciences is a complex ecosystem of health-related academic departments, research centers, health programs, and clinics, serving as a hub of multidisciplinary research, education, healthcare, and public outreach. This position supports a variety of complex administrative support activities to ensure successful execution of College operations, programs, and initiatives.

Reporting directly to the Chief of Staff, the Administrative Specialist, serves as a critical part of the Dean’s Office administrative team to execute daily operations and ensure seamless coordination of key functions and priorities. Supports designated members of the Dean’s leadership team including calendar management, meeting organization and preparation and serves as a key administrative HR resource for Dean’s Office units. Provides the administrative support structure for the Deputy Dean and Senior Business Officer to manage faculty lifecycle operations from recruitment forward ensuring the timely and accurate execution and compliance to designated University academic affairs processes. The Administrative Specialist regularly accesses highly sensitive, confidential information and requires the highest degree of discretion, professionalism and strict adherence to institutional, legal, and ethical confidentiality standards.

MAJOR RESPONSIBILTIES:

Deputy Dean/Faculty Life Cycle Support

Support the Deputy Dean to manage faculty lifecycle from recruitment, through appointments, sabbatical leaves, promotion and tenure (P&T) and periodic reviews and with the direction of the Deputy Dean, ensure compliance with University policies, the Faculty Handbook, and the AAUP CBA,

Create and maintain college processes that ensure these policies and procedures are accurately applied as faculty move through their careers with consistency and timeliness.

Updates the College’s faculty database relative to faculty milestones including but not limited to promotion & tenure, peer/periodic review (contracts), sabbatical eligibility, retirement eligibility, appointment renewals, stop the clock, etc.

Using approved HR templates, ensure all faculty life-cycle changes have required documentation and signatures and maintain online official HR files including faculty offer letters, renewal letters, retention letters, secondary, joint, administrative appointment letters.

Provide required copies of all final documentation to departments and other designees as well as manage the record retention process in compliance with university policy.

Process HR record updates for faculty to ensure the UD system of record is accurate including updates to associated pay. Support the annual faculty merit process through clear records and manage contract updates via the UD merit system.

Administrative Support

Provide administrative, calendar and meeting support to designated members of the Dean’s leadership team (e.g. the Deputy Dean, and Chief Clinical Officer).

Manage procurement and purchasing of necessary supplies to support the Dean’s Office business activities within designated budget allocation.

Support the Dean, designated team members and administrative team with expense reimbursements, honoraria, and purchasing card reconciliations, in collaboration with the Chief of Staff.

Coordinate with the Communications and Marketing team to maintain and update the College of Health Sciences website, ensuring timely, accurate, and consistent presentation of college information and initiatives.

Develop, maintain, and regularly update organizational charts for the Dean's Office and College units, ensuring accurate reporting relationships and position information.

Serve as HR Liaison for the Dean’s Office, performing activities for the units that report to the Dean (i.e., employee onboarding and offboarding, timekeeping, search committee support, and new employee setup, including workspace, computer, and key access.)

Manage the Dean’s Office primary communication and service channels daily, including front desk operations, Dean’s Office email management, and telephone communications, ensuring responsive and professional customer service.

Performs other administrative job-related duties as needed.

QUALIFICATIONS:

Bachelor’s degree and three years related experience, or equivalent combination of education and experience.

Ability to handle multiple tasks concurrently, with an attention to detail, and skill in organizing resources and establishing and adjusting priorities in a rapidly changing environment.

Ability to plan, organize and complete tasks in an efficient and timely manner, prior to deadlines.

Ability to work independently, anticipate issues and proactively seek resolutions.

Ability to interact effectively with a wide range of constituencies both within and outside the university, including excellent verbal and written communication skills.

Ability to develop, plan, and implement short and long-range goals.

Ability to establish and maintain effective working relationships.

Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.

Effective analytical and technical skills, including the use of spreadsheets, and word-processing software programs.

Effective organizational skills.

Knowledge of the University’s Collective Bargaining Agreement and Faculty Handbook preferred.

Experience with university systems include PeopleSoft, Cognos, Concur, and UDSIS preferred.