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University of Delaware

Location: NewarkDE 19702 Document ID: AB461-0HFQ Posted on: 2018-01-2501/25/2018 Job Type: Regular

Job Schedule:Full-time
2018-02-24
 

Administrative Assistant III to the Director of Intercollegiate Athletics and R

PAY GRADE: 27N

DEADLINE: Open until Filled

CONTEXT OF JOB:

The Administrative Assistant III is a valued member within the University and Department of Intercollegiate Athletics and Recreation Services (DIARS), upholding and embracing the departmental mission of "Inspiring Greatness Together."

Under general supervision, the Administrative Assistant III provides a wide variety of professional and administrative support to the Director of Intercollegiate Athletics & Recreation Services, the Senior Associate AD for Finance, Analytics and Business Operations, the Senior Associate Athletic Director, Compliance/SWA and the Senior Associate Athletic Director, Health & Well-Being, Sport Performance. With a primary focus on calendar management, efficient meeting planning and execution within a complex environment. The incumbent also manages files as needed, including sensitive documents. Additionally, the Administrative Assistant collaborates on team-wide initiatives including team meeting planning, project management and office administration. The incumbent needs experience in executive support with exceptional judgment, and analytical and communication skills. The Administrative Assistant will prioritize collaboration and communication in order to achieve the highest levels of both efficiency and effectiveness.

MAJOR RESPONSIBILITIES:

Administration Management (85%)
  • Maintains the Director of Intercollegiate Athletics and Recreation Services' calendar, including all scheduling, prioritizing meeting times and dates, and choosing attendees to ensure appropriate parties are present.
  • Prepares daily folders and meeting materials for Director of Intercollegiate Athletics and Recreation Services by determining appropriate items for inclusion, anticipating needs and providing appropriate follow-up.
  • Schedules highly complex meetings, interviews and conference calls, anticipating needs, and exercising discretion and judgment regarding priorities.
  • Coordinates intricate travel arrangements, including preparation of materials and follow-up, budget and expense reporting.
  • Completes and submits expenses for supported parties.
  • Organizes and distributes materials and collateral for meetings, presentations, interviews, cultivation activities and events.
  • Responds and acts on behalf of the Director of Intercollegiate Athletics and Recreation Services by handling phone and email inquiries of a highly sensitive and confidential nature with tact and diplomacy. Provides timely responses and direct matters to appropriate individuals for action.
  • Establishes and maintain effective office systems and procedures to handle a large quantity of complex data and communications. Maintains and organizes all Director of Intercollegiate Athletics and Recreation Services files.
  • In coordination with the Asst. AD/Strategy/Project Manager, maintains the phone lines and voicemail for the Director of Intercollegiate Athletics and Recreation Services and provides exceptional customer service.
  • Works in partnership with the Asst. AD/Strategy/Project Manager in planning and executing team meetings & retreats, including scheduling venues and presenters.
  • Organizes incoming and outgoing mail for the Director of Intercollegiate Athletics and Recreation Services.
  • Provides calendar support and expense/reimbursement reconciliation to Senior Associate AD for Finance, Analytics and Business Operations, the Senior Associate Athletic Director, Compliance/SWA and the Senior Associate Athletic Director, Health & Well-Being, Sport Performance
  • Provides team-wide support as needed for football game days and special events.
  • Participates in the Administrative group that provides overarching support for the Athletics and Recreations Services Department.

Communication (15%)
  • Coordinates internal communications in conjunction with the Asst. AD/Strategy/Project Manager.
  • Assists the Asst. AD/Strategy/Project Manager with preparations for presentations and meetings.
  • Serves as a point of contact for donor events and donor inquiries.
  • Builds strong relationships with both internal and external constituents to maintain a positive public image for the Department and University.
  • Performs miscellaneous job-related duties as assigned

QUALIFICATIONS:
  • High School Diploma/GED and three to five years related experience.
  • Previous experience providing executive support, including calendaring, phone/email support, meeting preparation and filing.
  • Knowledgeable and experience with MS Office: Word, Excel, PowerPoint. & Outlook.
  • Proficient with Google Products including email and calendar.
  • Experience working in a team environment.
  • Highly motivated and capable of seeing projects through from beginning to end.
  • Detail- and results-oriented, highly organized, in possession of strong anticipatory instincts with excellent follow through.
  • Sound judgment and mature leadership qualities that involve a high-level of confidentiality and discretion.
  • Ability to work effectively under multiple deadlines.
  • Ability to work autonomously as well as to take direction as needed.
  • Exceptional ability to work in a networked way, emphasizing collaboration in a complex environment.
  • Excellent communication skills - both written and verbal.
  • Ability to create effective relationships, and collaborate and motivate at all organizational levels.
  • Ability to think, reason and make sound judgment with strong emotional intelligence preferred.
  • Experienced in higher education administration or equivalent preferred.
  • Willingness to take risks and challenge assumptions preferred.


Equal Employment Opportunity

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html

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