Job Information
University of Delaware Assistant to the Vice President, University Secretary in Newark, Delaware
Assistant to the Vice President, University Secretary
Job no: 501072
College / VP Area:VP and University Secretary
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time
PAY GRADE: 30E
CONTEXT OF THE JOB:
The Office of the Vice President and University Secretary, as the liaison office between the UD Board of Trustees and University Administration, is entrusted with the responsibility of the Board of Trustees for the University of Delaware, provides support and assistance for all meetings and activities of the Board of Trustees, is the guardian of UD history with oversight of the University Archives, manages leadership corporate engagement, events, and oversees planning and coordination for the University's Spring Commencement ceremony and associated Convocations.
Under general direction of the Vice President, the Assistant to the Vice President interacts directly and works cooperatively with the units of the Office of the Vice President and University Secretary. The Assistant to will provide back up support, as needed, to the Office of the President.
MAJOR RESPONSIBILITIES
Board Meeting Logistics Management
Coordinates meeting notices, meeting materials and correspondence for meetings/conference calls for all Board of Trustee Standing Committees, Visiting Committees, Special Committees, Ad hoc Committees, and Presidential Advisory Boards.
Plans/maintains multi-year Board meeting schedule and deadlines for submission of BOT materials.
In consultation with the VPUS, coordinate public notices and posting of meeting materials as well as coordinate the process for public comments for all public meetings of the BOT.
Distributes Board meeting materials to Standing Committees, Visiting Committees, Special Committees, Board of Trustees, senior administration, faculty and student representatives via board portal or other agreed upon means.
Assists Associate University Secretary with preparing Board meeting minutes adhering to accepted Board format and within agreed upon period of time following each meeting.
Provides official Board meeting materials and meeting minutes to outside auditors (KPMG LLP) as requested.
Manages Financials (budgets, processes expense reports and invoices using University systems (UDataGlance, Concur, UD Exchange)
Data and Records Management
Maintains BOT administrative records (permanent statistics, Committee membership lists, biographies, affiliations, 1769 List, and other Board resource materials).
Maintains electronic records of official Board meeting materials and minutes.
Maintains/updates BOT Resource Materials on OnBoard, the board portal.
Maximizes the capability and use of the Board data management tool (OnBoard), providing a wide range of materials beyond Committee information, i.e. campus activities, articles of interest, community programs related to UD, campus athletic and cultural events.
In coordination with the Office of General Counsel, distribute/collect annual Conflict of Interest forms for Trustees and members of the Board’s Visiting Committees and Ad Hoc Subcommittees
Coordinates with the Office of Development and Alumni Relations on the management of annual record of individual Trustees’ participation in meetings, campus events, development events, Presidential events, pipelines, and philanthropy.
In coordination with Associate University Secretary, transfers official Board records to University Archives on a semi-annual basis and reviews archival materials periodically to ensure proper management.
Trustee Events
Coordinates with Associate University Secretary on the management, planning, and execution of all Board of Trustee events including (but not limited to):
Annual Trustee Retreat
Dinner of Distinction
Special dinners requested by the Chairman of the Board
Develop and direct plans/schedule for periodic and regular Medal of Distinction recognition events
Coordinate the involvement of the Office of the Vice President and University Secretary in the Commencement ceremony. Tasks include:
Plan/execute all arrangements for Trustees’ participation in Commencement ceremony.
Coordinate arrangements for conferral of Board awards: Honorary Degrees and Medals of Distinction.
Plan/execute needs for Commencement speaker and other special guests.
Coordinate logistics for Honorary Degree (HD) recipients including citations, diplomas, regalia and HD hoods.
In coordination with the Office of Communications and Marking, prepare/distribute official Commencement script to all parties.
Organize Platform Party Processional for start of Commencement ceremony
Administrative Responsibilities
Provides administrative support and office management to the units within the Office of the Vice President and University Secretary.
Performs broad range of administrative details of highly confidential nature on regular basis, requiring initiative and judgment to make independent decisions.
Organizes and manages multiple projects simultaneously, both short-term and long-term in nature.
Administrative support to the Vice President and University Secretary, the Associate University Secretary, and the Board of Trustees.
Drafts, edits and distributes a variety of highly confidential, specialized, and recurrent reports and correspondence as necessary.
Receives all mail directed to Vice President and University Secretary. Composes responses to routine inquiries, prioritizing as necessary.
Manages the calendar of the Vice President and University Secretary, coordinating meetings and prioritizing scheduling needs daily.
Works collaboratively with other senior management representatives on a variety of issues and coordinates reports, meetings, agendas, and itineraries as needed.
Provides direct HR assistance to units within the Office of the Vice President and University Secretary.
Coordinates arrangements for all Board of Trustee meetings (room reservations, catering, parking, media services, phone needs)
Coordinates the distribution of general information and invitations for University events to the Board of Trustees.
Performs job-related duties as assigned.
QUALIFICATIONS:
Bachelor's degree and four years related experience, or equivalent combination of education and experience.
Experience with event planning for large and/or diverse audiences, with direct responsibility for coordination and management of major event requirements strongly preferred.
Ability to analyze and interpret data and make independent decisions and judgments in keeping with the position level.
Effective interpersonal, oral and written communication skills.
Organizational skills, with ability to operate independently and to use sound judgment, initiative and discretion in all interactions with constituents.
Knowledge of University policies and procedures desirable.
Proficiency in the Windows environment, Microsoft Office (Access, Excel, PowerPoint, Word, Outlook), electronic communication and internet research.
Ability to communicate and interact well with people of all ages and diverse backgrounds.
Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.
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