Assistant to the Vice President, University Secretary

University of Delaware - Newark, AR

Full-time - Mid Level

Newark, AR

Educational Services

About the position

The Assistant to the Vice President and University Secretary plays a crucial role in supporting the Office of the Vice President and University Secretary at the University of Delaware. This position serves as a liaison between the Board of Trustees and the University Administration, ensuring that all meetings and activities of the Board are well-coordinated and executed. The Assistant will manage logistics for Board meetings, including coordinating meeting notices, materials, and correspondence for various committees. This role also involves maintaining a multi-year Board meeting schedule and ensuring that all materials are prepared and distributed in a timely manner. The Assistant will work closely with the Vice President and other administrative units to provide backup support as needed, particularly to the Office of the President. In addition to meeting logistics, the Assistant will be responsible for data and records management, maintaining official Board meeting materials, and ensuring that all records are accurately updated and archived. This includes managing the Board's data management tool and coordinating with the Office of General Counsel on conflict of interest forms. The Assistant will also play a key role in planning and executing events for the Board of Trustees, including the Annual Trustee Retreat and Commencement ceremonies. This involves coordinating all arrangements for Trustee participation, managing logistics for award conferrals, and preparing official scripts for events. The position requires a high level of administrative support, including managing the calendar of the Vice President, drafting and distributing confidential reports, and coordinating various projects. The Assistant must possess strong organizational skills, the ability to make independent decisions, and effective communication skills to interact with a diverse range of constituents. This role is essential in fostering a culture of belonging and equity within the University community, ensuring that all interactions reflect the values of diversity and inclusion.

Responsibilities

• Coordinates meeting notices, materials, and correspondence for Board of Trustee meetings and committees.
• Plans and maintains a multi-year Board meeting schedule and deadlines for submission of materials.
• Coordinates public notices and posting of meeting materials for public meetings of the Board of Trustees.
• Distributes Board meeting materials to various committees and representatives via agreed-upon means.
• Assists in preparing Board meeting minutes adhering to accepted formats and timelines.
• Provides official Board meeting materials to outside auditors as requested.
• Manages financial processes including budgets, expense reports, and invoices using University systems.
• Maintains BOT administrative records and electronic records of official Board meeting materials.
• Maximizes the use of the Board data management tool, providing a wide range of materials beyond Committee information.
• Distributes and collects annual Conflict of Interest forms for Trustees and committee members.
• Coordinates with the Office of Development and Alumni Relations on Trustee participation records.
• Transfers official Board records to University Archives and reviews archival materials periodically.
• Coordinates planning and execution of Board of Trustee events, including retreats and special dinners.
• Plans and executes arrangements for Trustees' participation in Commencement ceremonies.
• Provides administrative support and office management to the Office of the Vice President and University Secretary.
• Drafts, edits, and distributes confidential reports and correspondence as necessary.
• Manages the calendar of the Vice President and coordinates meetings and scheduling needs.
• Works collaboratively with senior management on various issues and coordinates reports and meetings.
• Provides direct HR assistance to units within the Office of the Vice President and University Secretary.
• Coordinates arrangements for all Board of Trustee meetings, including logistics and catering.
• Distributes general information and invitations for University events to the Board of Trustees.

Requirements

• 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.
• Effective interpersonal, oral and written communication skills.
• Strong organizational skills with the ability to operate independently and use sound judgment.
• Knowledge of University policies and procedures desirable.
• Proficiency in the Windows environment and Microsoft Office applications (Access, Excel, PowerPoint, Word, Outlook).
• Ability to communicate and interact well with people of all ages and diverse backgrounds.
• Demonstrated understanding of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.

Nice-to-haves

• Experience in a higher education environment is a plus.
• Familiarity with Board governance and administrative processes.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Retirement savings plan (401k)
• Paid holidays and vacation time
• Professional development opportunities
• Flexible scheduling options
• Employee assistance programs
• Tuition reimbursement for further education