Administrative Specialist, Student Life at University of Delaware

Newark, Delaware, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Jun, 26

Salary

0.0

Posted On

12 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Communication, Workflow Management, Meeting Coordination, Drafting Correspondence, Project Support, Discretion, Liaison, Procurement, Travel Coordination, Expense Reconciliation, Budget Tracking, Record Keeping, Issue Resolution, Office Operations, Procedure Documentation

Industry

Description

Pay Grade: 29E Context of Job: Under the general direction of the Chief of Staff, the Student Life Administrative Specialist provides high-level administrative and operational support to senior AVP-level leaders within the Division of Student Life. This position serves as a trusted administrative partner, exercising independent judgment, discretion, and initiative to support executive priorities, manage complex workflows, and ensure the effective coordination of strategic and operational initiatives. The Administrative Specialist interacts regularly with senior administrators, faculty, staff, students, and external partners. Major Responsibilities: * Provide comprehensive administrative support to senior AVP-level leaders, including proactive management of calendars, communications, and competing priorities. * Coordinate meetings and logistics (i.e. scheduling, space reservations, catering, technology, registration and communications), prepare agendas and briefing materials, track action items, and ensure timely follow-up on commitments. * Draft, edit, and route correspondence and internal communications on behalf of senior leaders. * Support senior leader initiatives and projects by monitoring timelines, coordinating across departments, and preparing progress summaries. * Handle sensitive and confidential information with discretion and professionalism. * Serve as a liaison between the AVPs and campus partners, ensuring effective communication and coordination. * Manage administrative and financial processes for the senior leaders, including procurement, travel, expense reconciliation, and budget tracking in accordance with university policies. * Maintain organized electronic and physical records, ensuring compliance with records retention policies. * Resolve inquiries and issues independently when appropriate; escalate complex matters to appropriate staff. * Oversee daily operations of the 413 Academy office suite, ensuring smooth service, efficient workflows, and compliance with policies. Manage scheduler system, office supplies, equipment, service contracts, and submit facilities, IT, and support requests as needed. 26-153 * Develop, document, and maintain administrative procedures, and identify opportunities to improve workflows and service delivery * Support special projects and division-wide initiatives as assigned. * Provides back-up support for the Assistant to the Vice President for Student Life as needed. * Perform other job-related duties as assigned. Qualifications: * High school diploma or GED required; Bachelor’s degree preferred. * Two to three years of progressively responsible administrative, office management, or operational experience, or equivalent combination of education and experience. University experience preferred. * Strong written and verbal communication skills. * Demonstrated customer service orientation and ability to interact professionally with diverse stakeholders. * Ability to handle sensitive information with discretion. * Excellent organizational skills with strong attention to detail. * Ability to manage multiple priorities, meet deadlines, and work independently. * Demonstrated initiative and sound judgment in resolving issues and making decisions. * Experience supporting projects, meetings, and events including logistics and communication coordination. Working Conditions: * Primarily office-based with routine use of computers and standard office equipment. * May allow for a flexible work schedule. Flexibility will be discussed and agreed upon based on operational needs and individual circumstances. * May require occasional evening or weekend support. * May supervise student employees.

Responsibilities

This role provides high-level administrative and operational support to senior AVP-level leaders within the Division of Student Life, acting as a trusted administrative partner to manage complex workflows and support executive priorities. Responsibilities include comprehensive administrative support, coordinating meetings and logistics, drafting communications, managing administrative/financial processes, and overseeing daily operations of the 413 Academy office suite.