Administrative Specialist, College of Health Sciences

University of Delaware•Newark, DE

About The Position

The Administrative Specialist supports the University of Delaware College of Health Sciences Dean’s Office, a multidisciplinary environment encompassing academic departments, research centers, health programs, and clinics. Reporting directly to the Chief of Staff, this position is part of the Dean’s Office administrative team and helps coordinate daily operations, programs, and priorities. The role provides administrative support to designated members of the Dean’s leadership team, including calendar and meeting coordination, and serves as an HR resource for Dean’s Office units. The position supports the Deputy Dean and Senior Business Officer with faculty lifecycle operations, from recruitment through appointments, sabbatical leaves, promotion and tenure, and periodic reviews. It helps ensure accurate, timely, and compliant execution of University academic affairs processes. The role regularly handles highly sensitive and confidential information and requires discretion, professionalism, and strict adherence to institutional, legal, and ethical confidentiality standards.

Requirements

Bachelor’s degree and three years of related experience, or an equivalent combination of education and experience.
Ability to handle multiple tasks concurrently, pay attention to detail, organize resources, and establish and adjust priorities in a rapidly changing environment.
Ability to plan, organize, and complete tasks efficiently and on time.
Ability to work independently, anticipate issues, and proactively seek resolutions.
Excellent verbal and written communication skills and the ability to interact effectively with a wide range of university and external constituencies.
Ability to develop, plan, and implement short- and long-range goals.
Ability to establish and maintain effective working relationships.
Understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
Effective analytical and technical skills, including use of spreadsheets and word-processing software.
Effective organizational skills.

Nice To Haves

Knowledge of the University’s Collective Bargaining Agreement and Faculty Handbook.
Experience with university systems, including PeopleSoft, Cognos, Concur, and UDSIS.

Responsibilities

Support the Deputy Dean with faculty lifecycle activities, including recruitment, appointments, sabbatical leaves, promotion and tenure, and periodic reviews, and help ensure compliance with University policies, the Faculty Handbook, and the AAUP CBA.
Create and maintain College processes that support consistent, accurate, and timely application of faculty policies and procedures.
Update the College faculty database with faculty milestones, including promotion and tenure, peer and periodic reviews, sabbatical and retirement eligibility, appointment renewals, and stop-the-clock actions.
Use approved HR templates to ensure faculty lifecycle changes have required documentation and signatures, and maintain official online HR files.
Provide copies of final faculty documentation to departments and designees and manage records retention in compliance with University policy.
Process faculty HR record updates, including associated pay updates, and support the annual faculty merit process and contract updates through the UD merit system.
Provide administrative, calendar, and meeting support to designated Dean’s leadership team members, including the Deputy Dean and Chief Clinical Officer.
Manage procurement and purchasing of supplies for Dean’s Office business activities within the designated budget.
Support expense reimbursements, honoraria, and purchasing card reconciliations for the Dean and designated team members, in collaboration with the Chief of Staff.
Coordinate with Communications and Marketing to maintain and update the College of Health Sciences website.
Develop, maintain, and regularly update organizational charts for the Dean’s Office and College units.
Serve as HR Liaison for Dean’s Office units, supporting onboarding and offboarding, timekeeping, search committees, and new employee setup, including workspace, computer, and key access.
Manage daily Dean’s Office communication and service channels, including front desk operations, email, and telephone communications, and provide responsive, professional customer service.
Perform other administrative job-related duties as needed.