Assistant to the Vice President, University Secretary

University of Delaware - Newark, DE

Full-time - Entry Level

Newark, DE

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 University Administration and the Board of Trustees, 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 and boards. 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 University Secretary to facilitate public notices and manage public comments for all public meetings of the Board of Trustees. In addition to meeting logistics, the Assistant will be responsible for data and records management, maintaining administrative records, and ensuring that all official Board meeting materials and minutes are accurately documented and archived. This includes managing financial processes such as budgets and expense reports, as well as coordinating with various departments to ensure proper management of Board records and resources. The Assistant will also coordinate Trustee events, including the planning and execution of the Annual Trustee Retreat and Commencement ceremonies. This involves organizing all arrangements for Trustee participation, coordinating logistics for honorary degree recipients, and preparing official scripts for the Commencement ceremony. Furthermore, the Assistant will provide administrative support to the Vice President and University Secretary, managing their calendar, drafting correspondence, and handling confidential information with discretion. Overall, this position requires a high level of organization, effective communication skills, and the ability to manage multiple projects simultaneously while maintaining a commitment to fostering a diverse and inclusive workplace culture.

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.
• Distributes Board meeting materials to relevant parties via agreed-upon means.
• Assists in preparing Board meeting minutes and provides official materials to outside auditors as requested.
• Maintains BOT administrative records and electronic records of official meeting materials.
• 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 all Board of Trustee events, including the Annual Trustee Retreat and Commencement ceremony.
• Provides administrative support to the Vice President and University Secretary, managing their calendar and correspondence.
• Organizes and manages multiple projects simultaneously, both short-term and long-term.
• Coordinates arrangements for all Board of Trustee meetings, including logistics and catering.
• Performs job-related duties as assigned.

Requirements

• Bachelor's degree and four years of related experience, or equivalent combination of education and experience.
• Experience with event planning for large and diverse audiences is strongly preferred.
• Ability to analyze and interpret data and make independent decisions.
• Effective interpersonal, oral, and written communication skills.
• Strong organizational skills and the ability to operate independently.
• Proficiency in the Windows environment and Microsoft Office Suite (Access, Excel, PowerPoint, Word, Outlook).
• Ability to communicate and interact well with people of all ages and diverse backgrounds.

Nice-to-haves

• Knowledge of University policies and procedures is desirable.
• Demonstrated understanding of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Vision insurance coverage
• 401k retirement savings plan
• Paid holidays and vacation time
• Flexible scheduling options
• Professional development opportunities