Administrative Specialist, College of Health Sciences

University of Delaware•Newark, NJ

About The Position

The Administrative Specialist supports the University of Delaware College of Health Sciences and serves on the Dean’s Office administrative team. Reporting directly to the Chief of Staff, this role supports daily College operations and designated members of the Dean’s leadership team through calendar management, meeting preparation, and administrative HR support. The position also supports the Deputy Dean and Senior Business Officer in managing faculty lifecycle operations, ensuring timely and accurate execution of University academic affairs processes and compliance with applicable policies. The role regularly handles highly sensitive and confidential information and requires discretion, professionalism, and strict adherence to institutional, legal, and ethical confidentiality standards. The Administrative Specialist supports faculty matters from recruitment through appointments, sabbatical leaves, promotion and tenure, and periodic reviews. The role maintains faculty records and official HR files, processes HR record updates, assists with the annual faculty merit process, and coordinates documentation and records retention. Additional duties include administrative and meeting support, purchasing and expense-related processes, website and organizational-chart maintenance, Dean’s Office HR liaison activities, and management of front-desk and communication channels. Other administrative job-related duties may be assigned as needed.

Requirements

Bachelor’s degree and three years of related experience, or an equivalent combination of education and experience.
Ability to handle multiple tasks concurrently with attention to detail and to organize resources and adjust priorities in a rapidly changing environment.
Ability to plan, organize, and complete tasks efficiently and on time, before deadlines.
Ability to work independently, anticipate issues, and proactively seek resolutions.
Excellent verbal and written communication skills and ability to interact effectively with a wide range of internal 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 in managing the faculty lifecycle, including recruitment, appointments, sabbatical leaves, promotion and tenure, and periodic reviews.
Help ensure compliance with University policies, the Faculty Handbook, and the AAUP CBA, and create and maintain processes for consistent and timely application of procedures.
Update the College faculty database with milestones such as promotion and tenure, peer and periodic reviews, sabbatical eligibility, retirement eligibility, appointment renewals, and stop-the-clock matters.
Ensure faculty lifecycle changes have required documentation and signatures using approved HR templates; maintain official online HR files and provide final documentation to departments and other designees.
Manage record retention in compliance with University policy and process faculty HR record updates, including associated pay updates, to keep the University system of record accurate.
Support the annual faculty merit process through clear records and manage 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 allocation.
Assist the Dean, designated team members, and administrative team with expense reimbursements, honoraria, and purchasing-card reconciliations 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 update organizational charts for the Dean’s Office and College units, ensuring accurate reporting relationships and position information.
Serve as the Dean’s Office HR Liaison, supporting onboarding and offboarding, timekeeping, search committees, and new employee setup, including workspace, computer, and key access.
Manage daily Dean’s Office service channels, including front-desk operations, email, and telephone communications, and provide responsive, professional customer service.
Perform other administrative job-related duties as needed.