Administrative Specialist, Student Life

University of Delaware•Newark, NJ

2d•Onsite

About The Position

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.

Requirements

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.
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.

Nice To Haves

University experience preferred.

Responsibilities

Provide comprehensive administrative support to senior AVP-level leaders, including proactive management of calendars, communications, and competing priorities.
Coordinate meetings and logistics (i.e. 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; escalate 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.
Provides back-up support for the Assistant to the Vice President for Student Life as needed.
Perform other job-related duties as assigned.