Under limited supervision of the Assistant to the Dean, the Administrative Assistant assists in a wide range of support and services within the College of Earth, Ocean and Environment’s Dean’s office and the Student Success Center. The Administrative Assistant supports the day-to-day administration and operation of the Dean’s office assisting the Assistant to the Dean, Deputy Dean, Assistant Deans and Business Officer. As the first point of contact, the Administrative Assistant will greet and interact with faculty, students, and visitors on a frequent basis.
Works closely with the Assistant to the Dean performing a broad range of administrative functions of a complex and confidential nature.
Provides administrative support to the Student Success Center, including maintaining calendar and schedules for Assistant Dean for Undergraduate Services and Assistant Dean for Graduate Services. Also provides back-up support to the Dean, Deputy Dean and Business Officer.
Serves as the initial contact for prospective students who call the office to inquire about available programs. Answers questions accurately and completely and refers prospective students to appropriate faculty members as needed for further information
Manages the College response to monetary gifts from donors. Analyzes weekly report from Development, distributes donor names to Department Chairs or Center Directors to thank.
Prepares thank you notes for gifts to the General College. Advises the Dean as to which gifts require a special thank you. Searches Advance database for details that may be helpful in clarifying the circumstances, or would be useful in thanking the donor to ensure good stewardship.
Monitors curriculum/course/program changes through Faculty Senate process.
Composes correspondence from the Assistant Dean to advisors, chairs and faculty regarding the academic status of students, policies and procedures, requests for information and/or action, and excused absences for students
Maintains proper Concur card records and reconciles transitions in Concur for the Assistant Deans and College Limited Term Researchers.
Processes course substitutions through UDSIS Course Directives.
Processes withdrawal Webforms for all Leave of Absence requests and refers Medical Leaves of Absence to the Dean of Students Office
Assists in coordination of on-campus college-level visits for prospective students.
Provides administrative support for all aspects of CEOE New Student Orientation for both Graduate and Undergraduate students.
Answers questions about all CEOE graduate programs and explains application and matriculation process to prospective students.
Provides support and assistance with the planning and execution of all college events (i.e. Convocation, Honors Day, Coast Day, and Dean’s List Dinner).
Analyzes procurement needs of the Student Success Center and secures most goods and services; both inside the University and with outside vendors. Exercises independent judgement as to cost effectiveness. Follows up to ensure the goods/services meet the desired goal.
Corresponds with students, faculty, and staff regarding academic deadlines throughout the academic year.
Coordinates all undergraduate and graduate mailings including new student welcome packets, midterm grade letters for freshmen, probation and dismissal letters, Dean’s List letters and convocation and graduation communication.
Supports the Academic Advisor with monitoring and clearing of all seniors for graduation.
Confirms expected graduation terms for students.
Assists Assistant Deans in planning for course availability for new student orientation.
Sends reminder emails to students regarding important academic opportunities.
Performs other job related duties as assigned.
High school diploma or GED, Associate’s degree preferred, and three to five years of experience.
Knowledge of operations, services, programs and external constituents.
Knowledge of program policies, procedures and requirements.
Knowledge of administrative support practices and procedures.
Knowledge of the methods and techniques in composing written communications such as responses to inquiries and narrative reports.
Skill in applying basic and advanced tools used in word processing applications.
Skills in applying the tools used in creating and modifying spreadsheet and database applications.
Skill in coordinating program operations.
Ability to understand, explain, and apply rules, regulations, policies and procedures.
Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities.
Ability to communicate effectively with staff, employees and public.
Knowledge of principles and practices of general administration.
Assists in coordinating diverse activities to ensure completion of projects and work assignments.
Ability to make independent decisions and judgements in keeping with the level of the position and to plan and prioritize a variety of projects that must be completed concurrently and on time.
Dedication, self-motivation, and a willingness to learn new things while handling a variety of responsibilities, with excellent organizational skills, and attention to detail.
Internal Number: 494261
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/