Under limited supervision of the Vice Provost for Faculty Affairs and the Assistant to the Provost, the Administrative Assistant IV provides administrative support to the Vice Provost for Faculty Affairs, serves as an initial point of contact for the Office of the Provost, and provides general backup support to the office, including greeting visitors, responding and/or directing calls and routing mail correspondence. The incumbent uses initiative, independent judgement and decision making skills in carrying out the essential functions of the position.
The Office of the Provost is directly responsible for the entire academic and student functions of the University. The Office participates in decisions resulting in recommendations to the President with respect to all major academic-related activities, processes and policies. The Vice Provost for Faculty Affairs provides support and oversight for all phases of faculty life at the University. In order to promote the highest academic standards and inclusive excellence, the Vice Provost for Faculty Affairs advises the Provost on faculty recruitment and promotion and tenure; assists the colleges in recruitment and mentoring; oversees the promotion and tenure process; and serves as the liaison to the Faculty Senate, the UD chapter of the American Association of University Professors, and the University of Delaware Association of Retired Faculty.
Coordinates complex meeting schedules, and manages the daily and long-term calendars for the Vice Provost for Faculty Affairs (VPFA). Provides backup support for calendar and meeting coordination for the Provost, the Deputy Provost, and the Associate Provost and Chief of Staff.
Maintains the Faculty Affairs calendar, and manages the logistics for year-round faculty events sponsored by the Provost's Office. Assists with content development for the Faculty Affairs calendar, and VPFA branded communications. Assists with maintaining and updating the Faculty Affairs page on the Provost's website.
Provides administrative support for the Promotion and Tenure (P&T) process, including scheduling meetings, generating P&T letters, updating spreadsheets, and providing data to the University P&T Committee, the President's Office, and the Institutional Research and Effectiveness Office. Responds to routine queries from administrators, staff, and faculty regarding the P&T process.
Coordinates meetings of ad hoc committees, task forces, and senior level search committees chaired by the VPFA. Maintains and distributes meeting minutes, and follows up on action items.
Organizes and coordinates various faculty workshops, e.g., Continuing Track Workshops; Promotion and Tenure, etc. Provides support for events sponsored by UD ADVANCE Institute, as needed.
Organizes and coordinates New Chair Orientation and New Faculty Orientation. Responsible for handling the invitation and RSVP lists, A/V equipment needs, catering, and facilities requests. Works directly with attendees on accommodation requests. Works closely with university-wide constituents, including CTAL, HR, UD Media Services, UD Library and UD Dining Services to ensure efficient coordination of efforts.
Monitors the VPFA inbox and responds to routine queries related to a broad range of faculty affairs matters.
Maintains spreadsheets related to dual career accommodations. Corresponds with UD ADVANCE Institute and HR to update records and respond to data requests.
Monitors VPFA budget and assists with reconciliation of expenditures. Processes financial payments and reimbursements for the VPFA. Coordinates domestic and international travel arrangements, including flight and hotel reservations for the VFPA.
Assists with faculty recognition projects, such as honorary bricks/pavers in Mentor's Circle, commemorative plaques in Hullihen Hall, etc.
Serves as liaison for the University of Delaware Association for Retired Faculty (UDARF) for lunches and/or other special events. Transfers checks to cashier's office, as needed; under guidance, runs budget reports for UDARF board meetings.
Maintains and orders office supplies.
Performs miscellaneous job-related duties as assigned.
High school diploma or GED, Associate's degree preferred, and five years of related experience.
Experience in a higher education institution is preferred.
Knowledge of and experience with administrative support practices and procedures.
Proficiency with Microsoft Office applications including MS Word, MS Excel, MS PowerPoint or comparable software programs.
Effective verbal and written communication skills, including proficiency with grammar, punctuation, spelling and composition.
Strong interpersonal and collaborative skills with the ability to establish and maintain effective working relationships.
Ability to use discretion regarding matters of a sensitive and confidential nature.
Ability to work independently and in a team environment.
Ability to prioritize and handle concurrent tasks in a timely manner.
Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities.
Ability to handle challenging situation with professionalism and diplomacy.
Ability to have a functional understanding of policies, practices, programs, and procedures.
Internal Number: 494253
About University of Delaware
The University of Delaware has a great tradition of excellence, from our roots extending back to a small private academy started in 1743, to the research-intensive, technologically advanced institution of today. Our alumni tell our story of achievement, from our first class, which included three signers of the Declaration of Independence and one signer of the U.S. Constitution, to the more than 154,000 living Blue Hens who are making vital contributions to the world. Vice President Joseph R. Biden Jr. and his wife, Jill, are both UD alumni. The University received its charter from the State of Delaware in 1833 and was designated one of the nation’s historic Land Grant colleges in 1867. Today, UD is a Land Grant, Sea Grant and Space Grant institution. The Carnegie Foundation for the Advancement of Teaching classifies UD as a research university with very high research activity—a designation accorded less than 3 percent of U.S. colleges and universities. UD ranks among the nation’s top 100 universities in federal R&D support for science and engineering. A state-assisted, privately governed institution, UD offers a broad range of degree programs: 3 associate programs, 147 bachelor’s p...rograms, 119 master's programs, 54 doctoral programs, and 15 dual graduate programs through our seven colleges and in collaboration with more than 70 research centers. Our student body encompasses more than 17,000 undergraduates, more than 3,600 graduate students and nearly 800 students in professional and continuing studies from across the country and around the globe. Our distinguished faculty includes internationally known authors, scientists and artists, among them a Nobel laureate, Guggenheim and Fulbright fellows, and members of the National Academy of Sciences, National Academy of Engineering and the American Association for the Advancement of Science. State-of-the-art facilities support UD's academic and public service activities. Our 146-foot coastal research vessel, Hugh R. Sharp—the most advanced in the U.S.—helps scientists across the region explore the sea. World-class figure skaters train at our High Performance Figure Skating Center. Partnerships with Nemours/A. I. du Pont Hospital for Children, Christiana Care and Thomas Jefferson University; the U.S. Army; Winterthur; Longwood Gardens and Hagley Museum offer unparalleled experiences in health sciences, defense research, art conservation, horticulture and history. The University is now transforming a 272-acre parcel, the site of a former auto assembly plant, into the Science, Technology and Advanced Research (STAR) Campus. Distinguished speaker series, symposia, 21 intercollegiate athletics programs and numerous intramural and club sports, more than 300 student organizations, concerts, exhibits and other arts and cultural activities enrich campus life.Thomas Jefferson once described Delaware as a "jewel" among states due to its strategic location on the East Coast, halfway between Washington, D.C., and New York City. Today, however, the location of Delaware's flagship university increasingly is invoked as "halfway between Los Angeles and London."In addition to our Georgian-inspired main campus in Newark, Del., UD has locations across the state--in Wilmington, Dover, Georgetown and Lewes. A thriving study-abroad program and expanding international partnerships further enhance our students' education as global citizens. We invite you to visit our campus or take our virtual tour today! http://video.realviewtv.com/education/udel/