Deadline: Open until 3/12

Pay Grade: 28N

Under the general direction of the Executive Director of Campus & Public Safety, the Administrative Assistant IV supports the Executive Director and the Director, Emergency Management and serves as the liaison with UD administrative offices, State Officials and various outside organizations with the responsibility for all general administration, office management and financial functions. Serves as the primary point of contact for the Executive Director and effectively represent him and the department as a whole to internal and external stakeholders.

Provides professional-level support and assistance to the Executive Director. Regularly handles administrative details and projects of a highly sensitive and confidential nature related to Public Safety issues and personnel matters. Represents decisions and goals of the Executive Director and senior staff using independent decision making, initiative, and effective judgement to continuously improve central office functions.

Major Responsibilities:

• Provide direct support to Executive Director and the Director, Emergency Management. Coordinate, schedule and plan meetings, project needs and diplomatically make decisions regarding meeting and time requests. Handle and prepare sensitive information, compose correspondence and coordinate travel arrangements. Participate in a wide variety of departmental meetings to record discussions/decisions, maintain active logs/minutes, Represent Campus & Public Safety on various University committees; Human Resources Leadership Council; Respect Committee, Emergency Risk Management Committee, Campus Framework Plan- Safety and Wellness committee.
• Oversee meeting requests for the Executive Director and Director, Emergency Management that requires critical attention to detail, a high degree of sensitivity and confidentiality on matters impacting executive staff, deans and central administration. This also includes calendar coordination with high ranking personnel within the University and with the State, County and city of Newark. Securely maintain and appropriately archive highly sensitive and confidential files and records.
• Create professional quality reports on departmental matters for both internal and external constituents. Prepare data for presentation by the Executive Director related to public presentations, strategic planning materials, and other departmental priorities. Provide support for Executive Director's obligations to University wide committees. Maintain and review Campus & Public Safety Policies to ensure timely and factual accuracy.
• Administer day-to-day needs of the Office. Oversee the day-to-day administrative operations involving organizing and prioritizing tasks such as budget expenses, vendor communications, requests for service, contractual payments, office supplies and event materials
• Propose and implement new strategies and procedures designed to improve administrative functioning as well as interdepartmental and extra departmental communication approaches. Initiate resolution to in-office issues and needs that arise. Create the annual Administrative Calendar for the department forecasting all key institutional and department events, processes, and deadlines. Serve as the developer and gatekeeper for department email groups as well as University wide e-mail groups ( i.e. Weather alert e-mails to essential personnel). Utilize email lists to communicate directives and information requests of the Executive Director to all levels of Campus & Public Safety personnel and staff.
• Assist with schedule management and special projects as assigned. Provide assistance and key administrative roles in event planning on behalf of the department.
• Plan and oversee special events for Campus & Public Safety. Schedule with all appropriate parties to coordinate calendar organization, venue selection with facility management, prepares budget, selects menus with UD catering, coordinates technical support as needed; prepares guest lists and invitations, coordinates with speakers and special guests including high ranking personnel both internal and external to the university, also responds to inquiries and problems; provides site supervision during the training exercise. Contacts are in person at major events, telephone, and via written or e-mail correspondence.
• Serve as primary point of contact for parents, students, and University personnel. Serve as a referral source for non-routine issues presented to administrative staff. Initiate research and fact-finding to address issues or effectively refer to senior staff or appropriate University offices.
• Develop strong working relationships with vendors to manage emergency contact platforms; serve as the principal contact for the Send Word Now alert system (31,000 contacts);The Government Emergency Telecommunications System (50); the LiveSafe alert system (6683 users) and DEMA Essential Personnel driving waivers ( 236). The procurement of the waivers requires coordination of Executive Staff, Provost, Deans, Research Office, Environmental Health & Safety, Grounds, Grounds' Union representatives and facilities at all University locations within the Delaware's three counties.
• Coordinate and attend various bi-weekly, monthly, and other departmental meetings. Coordinate monthly administrative staff meetings.
• Serve as WORKS approver for Executive Director and Director, Emergency Management. Introduce any spending/fiscal concerns observed to the Executive Director for action. Maintain appropriate spending and reconciliation records and archives according to Procurement policies.
• Serve as Campus & Public Safety's representative for the Human Resource Leadership program. Coordinate and participate in a variety of human resource activities including recruitment and employment; disseminating Human Resource information for Campus & Public Safety; serve as liaison for human resources keeping all attendance and vacation records. Assist Executive Director and the Police Department with various employment searches for the Police Department. Serves as search committee member in recruitment, interview, and selection of candidates for open positions within the Police Department. Arrange accommodations for candidates and serve personally on various search committees
• Manage the financial reporting and administrative aspects of C&PS budgets in concert with budget coordinators within Environmental Health and Safety and the University Police Department. Apply business processes and conduct financial analysis to identify costs, risks and alternatives to assure that the department is operating efficiently; as well as make administrative and procedural decisions and recommendations; examine and approve expenditures, authorize payment to vendors, execute cost transfers, perform monthly account reconciliation and prepares financial reports.
• Maintain schedules and prioritize use for conference room. Maintain current knowledge of the A/V technology and effectively instruct participants on use.

Qualifications:

• High school diploma or GED, Associate's degree preferred, and five years of experience.
• Experience supporting an executive or director in an office setting.
• Some supervisory experience preferred.
• Experience in an institution of higher education is preferred.
• Ability to represent the unit to a wide variety of personnel in an effective and professional manner.
• Ability to analyze and interpret data and make independent decisions, plan, assign, and evaluate the work of others.
• Demonstrated ability to use advanced word processing, graphics/publications, spreadsheet, scheduling, database, and presentation software. Records maintenance skills.
• Demonstrated ability to learn new software features as technologies evolve.
• Excellent interpersonal and customer service skills with a wide range of constituencies in a diverse organization.
• Ability to respond effectively to student and parent concerns and situations, some which may be emotionally charged.
• Ability to effectively interpret and diplomatically communicate departmental policies, practices, programs, and procedures.
• Ability to successfully collaborate and work within a large diverse organization.
• Knowledge of computer applications, analysis methods, and procedures, preferably in a PC, Windows-based operating environment.
• Proficiency in Microsoft Office applications, specifically with database and spreadsheet software such as Microsoft Excel.
• Effective oral and written communication skills
• Administrative systems and office management knowledge
• Ability to plan work schedule and work independently and demonstrate initiative
• Ability to effectively solve problems displaying good judgment and consideration of student needs and University policies.
• Ability to handle confidential information including medical, financial, judicial, and personal issues of students.

How To Apply

When applying please submit a one-page cover letter and your resume as one document. Also, please remember to provide names, addresses and telephone number of at least three references in the online application.

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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