Job no: 502241
College / VP Area: College of Health Sciences
Work type: Staff
Location: Newark, DE
Categories: Administrative Support, Full Time
Salary Structure

QUALIFICATIONS:

• Bachelor’s degree and three years of related work experience or equivalent combination of education and experience.
• University experience preferred.
• Extensive knowledge of office practices and procedures.
• Ability to make independent decisions and judgments in keeping with the level of the position.
• Ability to plan, prioritize, balance, and review a variety of projects that must be completed simultaneously and on time.
• Ability to communicate and interact with people of all ages and diverse backgrounds and to maintain a positive and collaborative work environment.
• Ability to use advanced techniques in word processing, spreadsheet, database, webpage and presentation software.
• Ability to utilize current social media platforms.

• Oversees or assists with all aspects of the department’s daily operations, ensuring compliance with university, state, and federal policies, laws, and regulations.
• Provides strategic guidance to all levels of management on university policy, financial operations, and administrative matters.
• Develops, maintains, and enhances office management systems; implements new administrative strategies and procedures to optimize efficiency.
• Prepares high-level correspondence on behalf of the department, college, and university, frequently managing sensitive and confidential information on behalf of the Department Chair and Business Administrator.
• Creates, organizes, and manages course, programs, and other department data using Excel; generate summaries, tables, and reports to support department planning and decision making.
• Manages, plans, and directs logistical operations for departmental events, including administrative, recruitment, development, and strategic initiatives. Responsibilities include securing venues, coordinating A/V support, managing catering, preparing documentation (agendas, minutes), and overseeing facility logistics.
• Supports and monitors faculty-related processes such as peer reviews, contract renewals, promotion and tenure (P&T), faculty recruitment, and various types of leave.
• Independently manages the P&T process, coordinating closely with the P&T Chair to schedule committee meetings, request external letters, and oversee dossier compilation and distribution. Maintains the departmental P&T database and serves as liaison with the College of Health Sciences Dean’s Office for tracking faculty appointments and renewals.
• Coordinates and monitors the workflow for submission of new and revised course and program proposals within the University’s system (Curriulog).
• Supervises, trains, and evaluates student employees; monitors and approves hours for miscellaneous wage staff, ensuring adherence to ACA guidelines and university employment policies.
• Manages the submission and processing of human resources documentation for non-benefited new hires, adjunct instructors, visiting scholars, and secondary/affiliate faculty appointments.
• Administers all procurement processes, including service contracts, affiliation agreements, purchase orders, non-PO payments (e.g., honoraria, awards, participant incentives), and software/technology requests.
• Manages the processing of all supplemental teaching payments for adjunct faculty and full-time instructors.
• Leads departmental Concur purchasing activities, including policy compliance, training material development, in-person training for faculty, staff, and graduate students, and oversight of procurement and travel expenses. Exercises independent judgment to ensure adherence to university policy.
• Assists with the maintenance and content updates of the departmental website.
• Maintains the departmental donor database and prepares personalized donor acknowledgment letters.
• Serves as Computer Lab Coordinator, managing scheduling, maintenance, user support, and software deployment (e.g., SPSS, SAS).
• Manages departmental space and equipment logistics, including space/equipment inventories; key management; office/lab shared space scheduling, supply ordering, and in coordination with CHS Facilities office/lab moves and renovations.
• Coordinates faculty search committees including all candidate travel arrangements and reimbursements. Coordinates appropriate facilities, equipment, personnel schedules, catering, technology, logistical requirements and publicity for incoming candidates.
• Maintains departmental policies, bylaws, committee rosters, staff rosters, and email distributions lists.
• Serves as departmental archives/records retention specialist.
• Acts as liaison to IT for systems coordination and equipment issues.
• Serves as the first point of contact for the Health Behavior and Nutrition Sciences (HBNS) office; fields calls from faculty, staff, students, parents and the public and refers calls to staff and other departments as appropriate.
• Performs other job-related duties as assigned.