Administrative Assistant IV

Pay Grade: 28N

This position is limited to current UD employees.

The Office of Development & Alumni Relations (DAR) engages donors, alumni, friends, parents, faculty, staff and students in a lifelong relationship and foster a tradition of philanthropy to strengthen the University's legacy as one of the great public institutions of higher education in America.

CONTEXT OF JOB

Reporting to the Vice President of Development and Alumni Relations, the Administrative Assistant IV serves as an extension of the Vice President, providing proactive support by making independent judgments, crafting correspondence, creating systems and processes to ensure efficient work practices. The Assistant provides complex administrative and other project-related support to the Vice President and members of Development and Alumni Relations (DAR) team. With autonomy, this individual also manages communications with gift officers, senior leadership across the University, donors, the Board of Trustees, government officials and prospective donors.

The Administrative Assistant is responsible for handling and preparation of sensitive information and policy-related matters of a highly confidential nature requiring the utmost discretion and tact in guarding confidentiality, which includes the management of large sets of data that impact Presidential-level outcomes.

MAJOR RESPONSIBILITIES:

Coordinates the day-to-day operation of the Office of the Vice President for Development and Alumni Relations. Performs a broad range of administrative tasks of a highly confidential nature, requiring initiative, critical thinking and good judgment to make independent decisions. Acts in the absence of the Vice President, making independent decisions on operational and administrative matters. Reviews, interprets, and recommends department policies. Identifies and resolves issues regarding administrative and fiscal matters. Initiates fact-finding to triage, resolve issues, and provide appropriate referrals for assistance. Independently addresses requests and issues, ensuring timely replies, resolution and full closure. Manages and coordinates complex calendar by planning and scheduling meetings with senior administrators, trustees, donors, alumni, staff, and faculty. Ensures that the Vice President is prepared with appropriate background materials for meetings, events, speeches, appointments, etc. Analyzes and organizes major donor data in support of VP portfolios and donor qualification visits. Assists with briefing and support materials. Conceptualizes and gathers data for and creates PowerPoint presentations for Board of Trustees, senior leadership, Deans, and DAR all-staff meetings. Sets up individual and group meetings/retreats, arranging for technical needs, logistical support and catering as needed.

QUALIFICATIONS:

• High school diploma or GED, Associate's degree preferred, and five years of experience.
• Experience in alumni relations, marketing, project management, public relations or related field preferred.
• Effective written communication, organization, and long-range planning skills.
• Ability to organize and analyze data with attention to detail under deadline pressure is essential.
• Ability to make independent decisions and judgments in keeping with the level of the position, and to plan, assign, review and evaluate the work of direct reports.
• Extensive knowledge of the principles and practices and successful execution of office management; knowledge of unit programs, policies and procedures preferred.
• Proficient computer skills (word processing, database, presentation software).
• Ability to supervise, train, organize, prioritize and schedule work assignments.
• Ability to lead with integrity, exercise discretion, and motivate and influence others.
• Effective interpersonal and communications skills and the ability to work effectively with a wide range of constituencies in a diverse community, internally and externally.

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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