Administrative Specialist, Student Life

Mary Dickson; Newark (DE); On-site; USD 40,000 - 60,000; Full time

Job summary

Mary Dickson is seeking an Administrative Specialist for Student Life in Newark, DE. This full-time position involves providing high-level administrative support to senior leaders, ensuring effective coordination of initiatives, and managing complex workflows. The ideal candidate will have strong organizational skills and the ability to handle sensitive information discreetly.

The role requires a high school diploma or GED, with a preference for a Bachelor's degree, alongside two to three years of relevant experience. Proficiency in communication and the ability to manage priorities effectively are essential.

Qualifications

• Two to three years of progressively responsible administrative experience.
• Ability to manage multiple priorities and meet deadlines.
• Experience supporting projects and events logistics.

Responsibilities

• Provide administrative support to senior leaders.
• Coordinate meetings and track action items.
• Handle sensitive and confidential information.

Skills

Written communication

Verbal communication

Customer service orientation

Organizational skills

Discretion

Initiative

Education

High school diploma or GED

Bachelor’s degree

Job description

Administrative Specialist, Student Life – Newark, DE – Staff – Full Time. College / VP Area: Vice President for Student Life. Pay Grade: 29E.

Overview

Under the general direction of the Chief of Staff, the Student Life Administrative Specialist provides high‑level administrative and operational support to senior AVP‑level leaders within the Division of Student Life. This position serves as a trusted administrative partner, exercising independent judgment, discretion, and initiative to support executive priorities, manage complex workflows, and ensure the effective coordination of strategic and operational initiatives. The Administrative Specialist interacts regularly with senior administrators, faculty, staff, students, and external partners.

Major Responsibilities

• Provide comprehensive administrative support to senior AVP‑level leaders, including proactive management of calendars, communications, and competing priorities.
• Coordinate meetings and logistics (scheduling, space reservations, catering, technology, registration, and communications), prepare agendas and briefing materials, track action items, and ensure timely follow‑up on commitments.
• Draft, edit, and route correspondence and internal communications on behalf of senior leaders.
• Support senior leader initiatives and projects by monitoring timelines, coordinating across departments, and preparing progress summaries.
• Handle sensitive and confidential information with discretion and professionalism.
• Serve as a liaison between the AVPs and campus partners, ensuring effective communication and coordination.
• Manage administrative and financial processes for the senior leaders, including procurement, travel, expense reconciliation, and budget tracking in accordance with university policies.
• Maintain organized electronic and physical records, ensuring compliance with records‑retention policies.
• Resolve inquiries and issues independently when appropriate; elevate complex matters to appropriate staff.
• Oversee daily operations of the 413 Academy office suite, ensuring smooth service, efficient workflows, and compliance with policies.
• Manage scheduler system, office supplies, equipment, service contracts, and submit facilities, IT, and support requests as needed.
• Develop, document, and maintain administrative procedures, and identify opportunities to improve workflows and service delivery.
• Support special projects and division‑wide initiatives as assigned.
• Provide back‑up support for the Assistant to the Vice President for Student Life as needed.
• Perform other job‑related duties as assigned.

Qualifications

• High school diploma or GED required; Bachelor’s degree preferred.
• Two to three years of progressively responsible administrative, office management, or operational experience, or equivalent combination of education and experience. University experience preferred.
• Strong written and verbal communication skills.
• Demonstrated customer service orientation and ability to interact professionally with diverse stakeholders.
• Ability to handle sensitive information with discretion.
• Excellent organizational skills with strong attention to detail.
• Ability to manage multiple priorities, meet deadlines, and work independently.
• Demonstrated initiative and sound judgment in resolving issues and making decisions.
• Experience supporting projects, meetings, and events including logistics and communication coordination.

Working Conditions

Primarily office‑based with routine use of computers and standard office equipment. May allow for a flexible work schedule—flexibility will be discussed and agreed upon based on operational needs and individual circumstances. May require occasional evening or weekend support. May supervise student employees.

Notice of Non‑Discrimination and Equal Opportunity

The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by TitleIX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section504 of the Rehabilitation Act of 1973, TitleVII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.