Under the general direction of the Vice President for Information Technologies, the Assistant to the Vice President oversees and coordinates the VP’s activities. The Assistant provides administrative support and other project-related support to the VP to ensure that the strategic and operational initiatives of the UD IT are implemented in an effective and efficient manner while exercising initiative and judgment on a regular basis as well as works independently and provides recommendations to enhance the organizational effectiveness of the Office of the VP-IT and its mission. The Assistant is responsible for facilitating rapid and appropriate information flow between the VP and IT unit administrative assistants, and various constituents, including other IT management, senior administrators, board members, donors, alumni, students, staff, faculty, elected officials, corporate leaders and the public.
The IT organization is comprised of these eight units: Academic Technology Services, Client Services and Support, Information Security, Management Information Services, Network and System Services, Strategic Operations, University Media Services, and Web Development.
Oversees the day-to-day operations of the Office of the VP. Performs broad range of administrative details of highly confidential nature on regular basis, requiring initiative and judgment to make independent decisions.
Oversees, and collaborates with, the administrative assistants that support Directors housed in the UDIT Computing Center.
Maintains complex calendar. Coordinates VP’s meetings, events and travel arrangements; prepares itineraries and supporting materials. Prepares agendas and records minutes at VP/IT Director meetings. Shares minutes as appropriate with UDIT staff. Ensures that the VP has appropriate background material for meetings, conferences, speeches and appointments.
Serves as direct liaison between the VP and various internal and external constituencies, prioritizing VP’s time and attention. Provides advice on policies, procedures, as well as organization specific issues. Keeps VP informed of pertinent information.
Works collaboratively with other senior administrators on a variety of issues and coordinates reports, meetings, agendas and itineraries as needed.
Identifies and resolves problems with appropriate actions. Researches, collects, and analyzes information.
Assists with the organization and management of multiple projects simultaneously, both short-term and long-term in nature.
Prepares, drafts, edits and distributes a variety of highly confidential, specialized, and recurrent reports and correspondence as necessary.
Follows up on assignments delegated to VP’s direct reports as to status and completion of projects. Independently addresses requests and issues insuring timely replies, resolution and full closure. Communicates orally and in writing on behalf of the VP.
Screens telephone calls and visitors, ascertaining who can be redirected to subordinate management. Provides information to callers, including board members and key external sources, which require comprehensive knowledge of policies, practices, and operations. Opens and reviews all mail directed to the VP. Composes responses to routine inquiries, triaging as necessary.
Plans and coordinates receptions, departmental retreats, and other activities sponsored by the VP’s Office.
Develops and maintains administrative and office management systems; implements new strategies and procedures.
Administers and maintains budget and confidential personnel records with budgetary authority. Manages financial transactions and recommends approvals using established guidelines. Reconcile monthly statements of VP office accounts. Assist and advises the VP in development of annual budget and necessary budget revisions.
Serves as Procurement Card Administrator; supporting receipts with purchases and reconciling charges in the Works software system, processing purchase orders, requisitions, business expense reports, Visa logs, and allocates purchasing card charges for the Vice President of IT.
Performs confidential, urgent and/or important administrative duties as required. Observes and maintains confidentiality of all privileged information.
Establishes and maintains office files, inventories, and records. Implement and maintain data management system, as required.
Orders supplies, maintains office equipment, inventory, troubleshooting, etc. Approves leave forms and purchasing logs of Vice President’s direct reports.
Performs miscellaneous job-related duties as assigned.
Bachelor’s degree and three years of progressively responsible experience with administrative support in a complex environment, or equivalent combination of education and experience.
Effective interpersonal, oral and written communication skills.
Effective collaboration and teaming skills.
Ability to exercise good judgement.
Organizational skills, with ability to operate independently and to use initiative and discretion in all interactions with colleagues and constituents.
Skill in coordinating activities, evaluating data and establishing priorities.
Advanced proficiency in the Windows environment required, including Microsoft Office (Access, Excel, PowerPoint, Word, and Outlook), electronic communication and internet research.
Knowledge of UD HR and Financials systems preferred.
Very detail oriented and proven ability to meet deadlines.
Must be self-motivated and able to manage a variety of projects simultaneously.
Supervisory experience preferred.
Extensive writing and editorial experience preferred.
Sensitivity to confidentiality and to international and intercultural business issues.
Ability to communicate and interact well with people of all ages and diverse backgrounds.
Ability to be flexible with schedule and changing work priorities.
Knowledge of University policies and procedures desirable.
Flexibility to work occasional evenings and weekends as needed.
Internal Number: 494299
About University of Delaware
The University of Delaware has a great tradition of excellence, from our roots extending back to a small private academy started in 1743, to the research-intensive, technologically advanced institution of today. Our alumni tell our story of achievement, from our first class, which included three signers of the Declaration of Independence and one signer of the U.S. Constitution, to the more than 154,000 living Blue Hens who are making vital contributions to the world. Vice President Joseph R. Biden Jr. and his wife, Jill, are both UD alumni. The University received its charter from the State of Delaware in 1833 and was designated one of the nation’s historic Land Grant colleges in 1867. Today, UD is a Land Grant, Sea Grant and Space Grant institution. The Carnegie Foundation for the Advancement of Teaching classifies UD as a research university with very high research activity—a designation accorded less than 3 percent of U.S. colleges and universities. UD ranks among the nation’s top 100 universities in federal R&D support for science and engineering. A state-assisted, privately governed institution, UD offers a broad range of degree programs: 3 associate programs, 147 bachelor’s p...rograms, 119 master's programs, 54 doctoral programs, and 15 dual graduate programs through our seven colleges and in collaboration with more than 70 research centers. Our student body encompasses more than 17,000 undergraduates, more than 3,600 graduate students and nearly 800 students in professional and continuing studies from across the country and around the globe. Our distinguished faculty includes internationally known authors, scientists and artists, among them a Nobel laureate, Guggenheim and Fulbright fellows, and members of the National Academy of Sciences, National Academy of Engineering and the American Association for the Advancement of Science. State-of-the-art facilities support UD's academic and public service activities. Our 146-foot coastal research vessel, Hugh R. Sharp—the most advanced in the U.S.—helps scientists across the region explore the sea. World-class figure skaters train at our High Performance Figure Skating Center. Partnerships with Nemours/A. I. du Pont Hospital for Children, Christiana Care and Thomas Jefferson University; the U.S. Army; Winterthur; Longwood Gardens and Hagley Museum offer unparalleled experiences in health sciences, defense research, art conservation, horticulture and history. The University is now transforming a 272-acre parcel, the site of a former auto assembly plant, into the Science, Technology and Advanced Research (STAR) Campus. Distinguished speaker series, symposia, 21 intercollegiate athletics programs and numerous intramural and club sports, more than 300 student organizations, concerts, exhibits and other arts and cultural activities enrich campus life.Thomas Jefferson once described Delaware as a "jewel" among states due to its strategic location on the East Coast, halfway between Washington, D.C., and New York City. Today, however, the location of Delaware's flagship university increasingly is invoked as "halfway between Los Angeles and London."In addition to our Georgian-inspired main campus in Newark, Del., UD has locations across the state--in Wilmington, Dover, Georgetown and Lewes. A thriving study-abroad program and expanding international partnerships further enhance our students' education as global citizens. We invite you to visit our campus or take our virtual tour today! http://video.realviewtv.com/education/udel/