PAY GRADE: 29E

CONTEXT OF JOB:

The Professional Development Center for Educators (PDCE) is a self-supporting center in the College of Education and Human Development (CEHD). The center provides direct service to schools, districts, and states to improve curriculum and instruction in literacy, mathematics, science, and social studies. These services are contracted or funded by the State of Delaware.

Under the general direction of the Center Director, the Administrative Specialist manages the daily operations of the center, which involves extensive interaction with PDCE staff, the CEHD Financial Services Unit (FSU), other University units, and external organizations. The Administrative Specialist assists the Center Director with budgetary coordination within the center, and serves as a conduit to the FSU. The Administrative Specialist resolves procedural conflicts to ensure continuance of projects and adherence to the policies of the University and external funding agents and works with the FSU to resolve any budgetary conflicts. The Administrative Specialist oversees personnel-related matters within the center and works in conjunction with the CEHD Human Resources unit, assisting in the development of new positions and compliance with all University-related procedures relative to establishing new positions, recruitment, and hiring. Finally, the Administrative Specialist prepares communications to highlight the center's accomplishments.

Major Responsibilities:

• Work collaboratively with the director and other PDCE personnel to advance the center's mission.
• Assist senior associate directors with budgeting, project management, timely and accurate reporting, and university and center policies and procedures.
• Monitor center budgeting, accounting, and contracts in collaboration with the CEHD Financial Services Unit.
• Play a critical role in the development, execution, and monitoring of contract agreements, including collaborating with the project managers, external partners, CEHD senior sponsored program coordinator, and the university's Research Office.
• Maintain relationships through effective communication with PDCE's partners.
• Provide support for PDCE search committees including development of documents to support the review of candidate credentials, scheduling candidate interviews, sending status notifications to candidates, organizing new employee onboarding efforts, and providing CEHD's human resources staff with all necessary paperwork and documentation.
• Reconcile all purchasing and travel expenditures for PDCE staff in coordination with the FSU and the university Procurement Office
• Manage interactions with the Office of Educational Technology, including reconciling the monthly OET usage/billing report and assisting PDCE staff with their IT needs.
• Organize and manage special events, including coordinating spaces and vendors, managing event budgets, registrations, communications and attendee customer service.
• Manage the center's website and social media accounts, and coordinate media visits including tracking photo consent forms in collaboration with CEHD Communications Director.
• Develop a communications plan to highlight the center's work. Write and deliver e-newsletters to feature specific partnerships.
• Assist the director including management of the director's schedule, travel arrangements, serving as a point of contact for other staff when the director is not available, and collaborating to manage projects and personnel.
• Oversee the use and maintenance of the center's vehicle, including routine cleaning and service appointments.
• Perform miscellaneous job-related duties as assigned.

Qualifications:

• Bachelor's degree in accounting, human resources, business administration, education, communications or related field and three years of experience, or equivalent combination of education and experience.
• Experience in a higher education setting preferred.
• Collaborative leadership style.
• Administrative knowledge, accounting background and familiarity with a variety of computer software programs, including word processing, spreadsheets, and database applications.
• Knowledge of budgetary and financial fundamentals.
• Ability to perform complex tasks and to prioritize multiple projects.
• Strong academic writing skills.
• Ability to prepare communications documents and reports.
• Ability to provide technical advice and information to faculty and staff.
• Effective interpersonal and communication skills, and experience working with a diverse population.
• Ability to make sound administrative/procedural decisions and judgments.

Special Requirements:

• Valid driver's license and the ability to travel in-state and out-of-state

Applications close:

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