Assistant to the Dean, Biden School of Public Policy & Administration

Job Description:

PAY GRADE: 30E

CONTEXT OF THE JOB:

The Joseph R. Biden, Jr. School of Public Policy and Administration provides undergraduate and graduate education, research, and public service across the broad fields of public policy and administration, and contributes to a range of interdisciplinary areas at UD. Named in honor of the 46th President of the United States and UD alumnus Joe Biden, the Biden School supports a full body of faculty, staff, and students in research, student support services, and finance and administration. The Biden School also hosts six institutes and research centers, including the Biden Institute, Center for Applied Demography and Survey Research, Center for Community Research and Service, Center for Energy and Environmental Policy, Center for Historic Architecture and Design, and the Institute for Public Administration. We are a place where passion becomes profession and tangible impact is core to our mission.

Under the general direction of the Dean, the Assistant to the Dean for the Biden School maintains a high degree of sensitivity and confidentiality on all matters concerning the Dean, senior leadership, and University administration. The Assistant to the Dean manages, plans, organizes, and provides high-level administrative support for the Dean and other parties within the school as required. This position serves as a liaison between the Dean and the leadership team, the school’s academic units, interdisciplinary programs, research centers, and the offices of the University’s senior administration. The Assistant to the Dean works simultaneously on multiple projects/assignments, communicates efficiently and effectively in writing and verbally, and is responsible for supervising and managing the workflow of student workers and part-time employees in the Dean’s Office.

MAJOR RESPONSIBILITIES:

• Oversees day-to-day administrative operations for the Dean and the Dean’s Office, performing a broad range of administrative tasks that are highly complex and highly confidential. May assign and assess work completed by part-time administrative support staff and/or work-study students in the Dean’s Office.
• Manages the Dean’s calendar, scheduling and rescheduling meetings and presentations with internal/external administrative offices/colleagues, etc., providing the necessary support to keep on schedule during the workday. Prepares PowerPoint slide decks, meeting agendas, meeting notes and action items, and other materials for meetings as needed.
• Communicates professionally, effectively, and efficiently daily via email correspondence, phone, or in person, responding to a variety of requests, questions, and concerns.
• Manages the Dean’s Office email inbox for general inquiries, questions, and concerns, which often contains confidential information, especially regarding student records. Directs questions to the appropriate party for resolution and responds to the sender in a professional and timely manner.
• Maintains Biden Internal List Serves
• Creates and distributes routine “Dean Communications to the school community such as (“This Month at Biden”, Promotions and tenure requirements, sabbatical requests, faculty meeting agendas, event invitations, etc.)
• Maintains relationships with donors and assists with the award stewardship process to include preparing and sending correspondence such as thank-you and impact notes and postcards.
• Processes registrations and makes travel arrangements for conferences and invited presentations ensuring both the Dean and host organization is informed of each other’s requests.
• Allocates/supports UD Procard expenditures, reviews/supports expenditures in the manager role for the Dean, and ensures supporting documentation is received and processed.
• Aids the faculty on University and College procedures, deadlines, and clarification of policies as needed.
• Updates procedures to assist faculty and staff throughout the School in processing documents through the Dean's Office and ensures that posted procedural documents are current and accurate.
• Provides significant support for all high-level meetings and events to include but not limited to: Commencement and Convocation, seminars, celebration of scholarship, holiday party, end-of-the-semester celebration, annual retreat, and semester launch events.
• Provides coordination of subunit events across the school.
• Provides support and coordination for all faculty searches.
• Takes responsibility for faculty general administrative onboarding ie. checklists, school intro processes and introductions, space, startup, IT, etc.
• Tracks faculty lifecycle to include promotion and tenure, sabbatical requests and reports, peer reviews, stop-the-clock requests, and workloads.
• Responsible for the administrative management of meetings, including those for the Biden School faculty, Biden advisory board, and other related advisory groups, and provides support to Biden School committees when required by the Dean.
• Coordinates complex, large-scale events (international, national) and handles all aspects of event planning, including the budget, agenda, venue reservations, hotel reservations, travel arrangements, event invitations, rsvp lists, program and other document preparation, food and bar service, and itinerary scheduling.
• Acts as Liaison to the Biden School Student Association. Provide support and guidance to the Board. Assist in planning events and disseminating information for students.
• Assists the Dean and Senior Leadership with special projects.
• Performs other job-related duties as assigned.

QUALIFICATIONS:

• Bachelor's degree and three years of related experience, or an equivalent combination of education and experience.
• Experience with managing multiple calendars in Microsoft Outlook.
• Ability to establish and maintain effective working relationships with a wide variety of campus partners and constituents
• Ability to handle sensitive and confidential information with the utmost discretion and possess professionalism and diplomacy in interfacing with high-profile officials.
• Experience in managing, supervising, and evaluating employees.
• Ability to handle multiple tasks concurrently.
• Ability to develop, plan, and execute work plans and training programs.
• Ability to communicate effectively, both verbally and in writing.
• Skill in organizing resources and establishing priorities.
• Skill in directing and enforcing policies and procedures.
• Advanced computing skills with proficiency in word processing, spreadsheets, PowerPoint, and database software.