Administrative Specialist, Department of Chemical and Biomolecular Engineering

SALARY GRADE: 29E

Context Of The Job

Under the general direction of the Chairperson and Business Administrator, the Administrative Specialist will be expected to independently execute the duties of this position. The principal responsibility of this position is anticipating, coordinating, and executing the annual academic, recruiting, public relations, and development events for the Department with very little input from the Chair or Business Administrator. As such, this position demands resourceful problem solving, tact and the ability to maintain confidentiality. The Department of Chemical & Biomolecular Engineering is a world-class nationally and internationally ranked department. As one of the primary front-line representatives of UD’s Chemical & Biomolecular Engineering Department, this position greatly influences the perception that the world-wide chemical engineering community, the UD ChE alumni, and the University community have of UD’s Chemical & Biomolecular Engineering Department. In addition, the Administrative Specialist, also manages, plans, and coordinates all department events, will oversee the department’s recruiting program. Responsibilities include managing a fiscally sound recruiting budget, managing recruitment efforts at all external/internal recruitment events, participating in all graduate school fairs representing the department and corresponding with prospective students throughout the inquiry and admission process.

Major Responsibilities

• Oversees or assists with all facets of the daily operations of the Department, ensuring compliance with university, state and federal laws, policies and regulations.
• Supervises and mentors department Concur Liaison and Student Workers.
• Provides guidance to all levels of management on policy questions, financial and administrative matters.
• Manages, plans, and directs logistical operations for all major departmental publicity, recruitment, development, and strategy building events, totaling more than 20 per year. Secures appropriate venues and manages all logistics including audio/visual needs, refreshments, documentation preparation and facility management for meetings and other events planned by the department.
• Secures appropriate venues and manages all logistics including audio/visual needs, refreshments, documentation preparation and facility management for meetings and other events planned by the department.
• Coordinates faculty recruitment and works with chair of search committee to arrange all candidate visits.
• Arranges the Delaware Alumni Reception at the AIChE Annual Meeting.
• Plans, directs, and participates in the logistical operations of the department’s graduate recruitment events to further the department's recruitment mission-- including representing the department at annual recruiting events. Participate in on-site graduate student recruiting weekend fairs. Single point of contact for all details related to weekend for both recruits and faculty.
• Reimburses student recruits for transportation expenses.
• Interfaces with professionals and their executive assistants outside of the College of Engineering and the University.
• Provides leadership and direction related to operational aspects of departmental activities. Coordinates logistics for various unit-level efforts including, but not limited to, CBE Advisory Council Meeting, Graduate Recruiting and interdisciplinary department events.
• Prepares correspondence of a confidential nature on a department, college and university level
• Frequently handles highly sensitive, confidential information on behalf of the Chair and Business Administrator in situations critical to the overall department operations position.
• Independently organizes the annual Advisory Council meeting, coordinates with the Chair and Business Administrator on the compilation and distribution of the Advisory Council booklet.
• Works collaboratively with other senior administrators on a variety of issues and coordinates reports, meetings, agendas and itineraries as needed.
• Helps track and support management of key faculty-related processes, such as peer reviews, contract renewals, promotion and tenure, leaves, and faculty recruitment.
• Develops and maintains administrative and office management systems, implements new strategies and procedures.
• Responsible for monitoring revenue and expenses for department purpose codes related to Honors Day; works closely with the Undergrad and Grad Coordinators to provide information necessary before award decisions can be made.
• Manages the P & T process, working closely with the P & T Chair in order to schedule committee meetings, requests recommendation letters and oversees the collection and distribution of the dossiers.
• Works with the Associate Chair to prepare course scheduling each semester; provides all information to Registrar’s Office and Scheduling, and schedules rooms for special sections and class meetings.
• Takes minutes at all fall and spring semester faculty meetings and distributes timely.
• Prepares donor thank you letters on a regular basis.
• Supervises part-time employees and student workers, manages onboarding of Misc. Wage hires and ensures timesheets are approved by payroll deadline.
• Manages the Undergraduate Summer Research Program, including identifying participating students, coordinating funding sources with faculty and URP staff and setting up payments to students.
• Coordinates and manages online course evaluations.
• Assists with planning faculty retreats.
• Manages CBE google groups.
• Performs other job-related duties as assigned.
  
  

Qualifications

• Bachelor’s degree and three years of experience, or equivalent combination of education and experience.
• Knowledge and experience in office management and procedures.
• Proficiency with Microsoft Office, Database and spreadsheets.
• Knowledge of department policies, priorities and objectives, operations and functions of all program areas preferred.
• Excellent organizational skills and attention to detail, with ability to operate independently and to use sound judgment, initiative, and discretion.
• Ability to grasp, retain, and disseminate an extensive and varied body of information.
• Strong analytical and critical thinking skills and the ability to summarize and effectively present data.
• Effective leadership, interpersonal and communication skills.
• Supervisory experience preferred.
• Event planning experience preferred.