Assistant to the Dean, College of Engineering
Company: University of Delaware
Posted on: September 23, 2022
Assistant to the Dean, College of Engineering
Job no: 498974
College / VP Area:College of Engineering
Work type: Staff
Categories: Administrative Support, Full Time
Pay Grade: 29E
CONTEXT OF THE JOB:
Under the direction of the Dean of the College of Engineering
(COE), the Assistant to the Dean is responsible for a variety of
administrative, staff support, and planning activities, some of
which require advanced knowledge and skill. This position provides
direct support to the Dean, collaborates closely with the Chief of
Staff, and works with the Chief of Staff to manage the efforts of
administrative assistants who provide support for the Associate
Deans and the Chief Financial and Administrative Officer.
The Assistant to the Dean adeptly manages and prioritizes a to-do
list that is constantly growing, demonstrates a sound understanding
of priorities when making independent decisions, and focuses an
executive's attention on the most important issues with time
Scheduling & Related Tasks
+ Manages complex calendar for the Dean, ensuring responsive and
timely scheduling and communication with on-campus and off-campus
collaborators and stakeholders. Strategically evaluates competing
requests and priorities and ensures calendar is up to date.
+ Serves as recording secretary for meetings, as requested.
Distributes communications, call for items, agenda and minutes for
each meeting involving the Dean. Collaborates with the Chief of
Staff in planning for all meetings.
+ Allocates/supports procurement card expenditures,
reviews/supports expenditures for the Dean, and ensures supporting
documentation is received and processed.
+ Processes registrations and makes travel arrangements for
conferences and invited presentations, ensuring both the Dean and
host organization are informed of each other's requests. Compiles
travel documents, background information, and logistical details,
and allocates related expenses.
File Management & Correspondence
+ Develops and independently prepares materials for the Dean's
meetings, appointments, and other engagements and subsequently
provides follow-up materials as needed.
+ Drafts, edits and sends Dean's correspondence, minutes, reports
and other materials as needed in collaboration with the Chief of
+ Works closely with Development and Alumni Relations to ensure the
acknowledgement of gifts to the College.
+ In collaboration with the Chief of Staff, manages the Dean's
Office email (i.e.,email@example.com firstname.lastname@example.org) for
general inquiries, questions, and concerns, which often contain
confidential information. Directs questions to appropriate party
for resolution and responds to sender in a professional and timely
+ Works closely with the Dean, Associate Deans, and Department
Chairs to coordinate multiple workflow/approval processes for
activities such as University grant proposals, college bylaws,
policies, and signature requests.
Staff Supervision & Office Management
+ Supervises administrative staff to ensure uninterrupted coverage
and support for the Dean's Office.
+ Prioritizes the skill development of the administrative support
team by setting performance goals and providing critical
+ Conducts or delegates routine review of the COE website,
gathering needed updates and working with communications team to
ensure changes are implemented.
General Responsibilities & Special Projects
+ Communicates regularly via email correspondence, phone, or
in-person with Engineering Department Chairs, Program Directors,
other Colleges, and University departments and offices including
but not limited to Human Resources, Provost's Office, Admissions,
Facilities, Research Office, and the President's Office.
+ Ensures compliance with internal and external administrative
policies and procedures.
+ Provides significant support for high-level meetings and
+ Assists the Dean and Engineering Leadership Team with special
projects as needed.
+ Performs miscellaneous job-related duties as assigned.
+ Bachelor's degree and four years of job-related experience, or
equivalent combination of education and experience.
+ Ability to work in a fast-paced environment, where initiative,
discretion, and a commitment to continuous improvement are highly
+ Effective interpersonal and verbal and written communication
skills with the ability to establish and maintain effective working
relationships with a wide range of constituencies in a diverse
+ Proficiency with Office 365 - in particular with Outlook, Word,
Excel and PowerPoint - and experience with managing multiple
calendars and inboxes.
+ Ability to work collaboratively and independently.
+ Attention to detail and effective time-management and
+ Ability to organize resources and establish priorities in
developing, planning, and implementing short and long-range
+ Ability to interpret, adapt, and apply guidelines and
+ Experience with coordinating or managing the efforts of
+ Enthusiasm for handling special events from inception to
completion, including the delegation of tasks when appropriate.
+ Ability to handle sensitive and confidential information with
+ Demonstrated understanding and consideration of the differing
needs and concerns of individuals with varying identities, cultures
+ Committed to fostering a workplace culture of belonging, where
diversity is celebrated and equity is a core value.
+ Knowledge of Microsoft Teams and Google apps.
+ University and College policies and procedures.
+ Experience using Concur, UDataglance, web forms, UDSIS and other
proprietary systems and software.
+ Financial and budget planning experience.
Notice of Non-Discrimination, Equal Opportunity and Affirmative
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 Title IX of the
Educational Amendments of 1972, the Americans with Disabilities Act
of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII
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
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