Administrative Specialist — Faculty Life Cycle

University of Delaware; Newark (DE); On-site; USD 42,000 - 62,000; Full time

Job summary

University of Delaware, College of Health Sciences, Newark, DE, is seeking an Administrative Specialist to support the Dean’s Office operations. The role handles faculty lifecycle activities, HR processes, calendar/meeting coordination, and budget-related procurement.

You will maintain HR files, assist with merit processes, and coordinate with multiple college teams. Reporting to the Chief of Staff, you will manage sensitive information with discretion and work across departments to ensure

Qualifications

• Bachelor’s degree and three years related experience, or equivalent combination of education and experience.
• Ability to handle multiple tasks concurrently, with an attention to detail, and skill in organizing resources and establishing and adjusting priorities in a rapidly changing environment.
• Ability to plan, organize and complete tasks in an efficient and timely manner, prior to deadlines.
• Ability to work independently, anticipate issues and proactively seek resolutions.
• Ability to interact effectively with a wide range of constituencies both within and outside the university, including excellent verbal and written communication skills.
• Ability to develop, plan, and implement short and long-range goals.
• Ability to establish and maintain effective working relationships.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
• Effective analytical and technical skills, including the use of spreadsheets, and word-processing software programs.

Responsibilities

• Support the Deputy Dean to manage faculty lifecycle from recruitment, through appointments, sabbatical leaves, promotion and tenure (P&T) and periodic reviews and with the direction of the Deputy Dean, ensure compliance with University policies.
• Create and maintain college processes that ensure these policies and procedures are accurately applied as faculty move through their careers with consistency and timeliness.
• Updates the College’s faculty database relative to faculty milestones including but not limited to promotion & tenure, peer/periodic review (contracts), sabbatical eligibility, retirement eligibility, appointment renewals, stop the clock, etc.
• Using approved HR templates, ensure all faculty life-cycle changes have required documentation and signatures and maintain online official HR files including faculty offer letters, renewal letters, retention letters, secondary, joint, administrative appointment letters.
• Provide required copies of all final documentation to departments and other designees as well as manage the record retention process in compliance with university policy.
• Process HR record updates for faculty to ensure the UD system of record is accurate including updates to associated pay. Support the annual faculty merit process through clear records and manage contract updates via the UD merit system.
• Provide administrative, calendar and meeting support to designated members of the Dean’s leadership team.
• Manage procurement and purchasing of necessary supplies to support the Dean’s Office business activities within designated budget allocation.
• Support the Dean, designated team members and administrative team with expense reimbursements, honoraria, and purchasing card reconciliations, in collaboration with the Chief of Staff.
• Coordinate with the Communications and Marketing team to maintain and update the College of Health Sciences website, ensuring timely, accurate, and consistent presentation of college information and initiatives.
• Develop, maintain, and regularly update organizational charts for the Dean's Office and College units, ensuring accurate reporting relationships and position information.
• Serve as HR Liaison for the Dean’s Office, performing activities for the units that report to the Dean (i.e., employee onboarding and offboarding, timekeeping, search committee support, and new employee setup, including workspace, computer, and key access.)
• Manage the Dean’s Office primary communication and service channels daily, including front desk operations, Dean’s Office email management, and telephone communications, ensuring responsive and professional customer service.

Skills

Multitasking

Attention to detail

Organizational skills

Communication skills

Independent working

Interpersonal skills

Education

Bachelor’s degree

Three years related experience

Tools

PeopleSoft

Cognos

Concur

UDSIS

Job description

University of Delaware, College of Health Sciences, Newark, DE, is seeking an Administrative Specialist to support the Dean’s Office operations. The role handles faculty lifecycle activities, HR processes, calendar/meeting coordination, and budget-related procurement.

You will maintain HR files, assist with merit processes, and coordinate with multiple college teams. Reporting to the Chief of Staff, you will manage sensitive information with discretion and work across departments to ensure