Administrative Specialist, Office Provost

Equity Statement

University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://(Use the "Apply for this Job" box below)..html

Job No: 503035
Work Type:
Staff

Location:

Newark, DE/Hybrid
Categories:
Administrative Support, Full Time
Pay Grade: 29E

Under the limited supervision of the Senior Business Administrator, the Administrative Specialist uses initiative, judgment, and discretion to assist with managing the administrative, academic, and fiscal affairs of the Honors College and Undergraduate Education Programs (University Studies program, the Academic Coaching and Tutoring Center, the First Year Experience initiative, UD Scholars, the Undergraduate Research Program, and the Office of National Fellowship).

The role is proactive, customer‑service driven, demonstrates exceptional attention to detail, and utilizes effective organizational skills to meet concurrent deadlines. Responsibilities include managing student awards processes, grant management and reporting, executing academic course schedules, budget reporting, correspondence, and providing HR assistance.

The position ensures compliance with internal and external administrative policies and procedures, prioritizes and resolves administrative issues, and maintains a high level of independent judgment, initiative, and problem‑solving skills. The ability to demonstrate a high degree of confidentiality and discretion is required.

• Assist with all aspects of the daily administrative operations of Honors and UEP, ensuring compliance with university, state, and federal policies, laws, and regulations.
• Provide guidance/support to the Senior Business Administrator on university policy and administrative matters.
• Develop, maintain, and enhance office management systems; implement new administrative strategies and procedures to optimize efficiency; develop and/or initiate new office forms and procedures.
• Serve as the back‑up/additional HR liaison for UEP and the Honors College, especially during peak times and position vacancies. Responsibilities include posting and managing positions in Talent Link, processing new hires and all related onboarding forms and web forms, processing supplemental pay forms, UD Workforce, and implementing and monitoring unit compliance with administrative and related policies.
• Provide assistance to new hires; assist with individual I9 appointments and appropriate web forms (JEDs) for any hires or employee changes for the Honors College and UEP.
• Recruit, train, and supervise work‑study students.
• Assist with the registration of all incoming Honors first‑year students into the UD Exchange system.
• Manage course scheduling for FYE, summer research credits, academic year senior thesis credits, and other Honors or UEP courses/programs, currently via CLSS; provide information to the Registrar’s Office and initiate requests for rooms for special sections and class meetings.
• Prepare high‑level correspondence on behalf of the Honors College and UEP, frequently managing sensitive and confidential information on behalf of the Dean and Senior Business Administrator.
• Develop and implement streamlined processes for enrichment awards and faculty add‑on payments for the Honors College.
• Assist the McNair Director with McNair Scholars Program expenditures and grant management and compliance, including effort reporting.
• Create, organize, and manage department data using Excel; generate summaries, tables, and reports to support department planning and decision making.
• Create, design, and maintain multiple complex databases and forms for student employees, faculty, credit‑card maintenance, hiring data, payroll, etc. Generate reports as needed for the Senior Business Administrator.
• Manage all procurement operations, including service contracts, affiliation agreements, purchase orders, non‑PO payments (e.g., honoraria, awards, participant incentives), and software/technology requests. Serve as contract manager in Contracts+.
• Serve as department specialist…