Administrative Specialist, Lerner Student Services

GRADE: 29E

CONTEXT OF THE JOB:

The University of Delaware’s business school, the Alfred Lerner College of Business and Economics, is a hub for innovation, business and economics research and career success. With hands-on experiences and a technology-driven curriculum, Lerner equips students to navigate the evolving business world and drive change worldwide.

Under the general supervision of the Senior Assistant Dean and the Director of Lerner Career Services, the Administrative Specialist oversees the administrative and fiscal operations supporting Lerner Undergraduate Advising, Lerner Career Services, and undergraduate recruitment activities. The Administrative Specialist monitors departmental budgets and expenditures; coordinates administrative processes, events, and front-desk operations; prepares enrollment and other administrative reports; manages departmental data and reporting systems; supervises support staff and student employees; coordinates web and communications activities; and serves as a liaison between the unit and the Lerner College Business Office and other University offices. The position is responsible for applying and interpreting University policies and procedures, assisting with policy development, analyzing administrative practices, and recommending improvements to enhance operational effectiveness and service delivery.

MAJOR RESPONSIBILITIES:

• Manage the day-to-day administrative and operational functions of the Lerner Undergraduate Advising and Lerner Career Services units and support undergraduate recruitment activities. Process requisitions, invoices, purchasing transactions, and other financial documents, including preparing and administering departmental purpose codes and budgets.
• Administer departmental purchasing card transactions.
• Monitor and review departmental expenditures for appropriate funding, reporting, and policy compliance.
• Ensure the accuracy and availability of funding and compliance with standard accounting and audit procedures.
• Ensure the smooth and effective operation of the unit’s administrative office and front-desk reception services.
• Assist the Senior Assistant Dean with confidential correspondence and sensitive student matters, including issues related to medical leaves, dismissals, and suspensions. Handle confidential information in accordance with university policies and applicable privacy requirements.
• Supervise non-exempt support staff, miscellaneous workers, graduate students, and student employees; hire, motivate, develop, direct, and assign work; monitor workload and productivity; evaluate performance; provide staff training and development; provide assistance in analyzing and resolving complex issues. 
• Plan, coordinate, and conduct projects requiring judgment in the independent evaluation, selection, and substantial adaptation and modification of standard techniques.
• Work closely with the College events management team to plan and coordinate major undergraduate events. Coordinate First-Year Student Welcome Back, Honors Day, and undergraduate Convocation ceremonies. Assist with program production, logistics, and event-related communications. Provide occasional weekend support for Convocation, recruiting events, and other major University activities.
• Work with Lerner Marketing/Communication team to support mass communications to students and prospective students.
• Provide information, resolve problems, complete surveys, and prepare reports in support of unit operations. Implement administrative policies and procedures established by the Senior Assistant Dean and Director and recommend revisions as needed.
• Ensure compliance with university policies and procedures.
• Order, maintain, and inventory office supplies and equipment.
• Provide a high level of customer service to students, faculty, staff, alumni, prospective students and families, and employers both in person and by telephone.
• Maintain exempt and non-exempt vacation and sick leave records and timesheets for student workers and miscellaneous wage employees.
• Review and process student requests for documented excused absences.
• Manage job postings, create job offers, and oversee the complete onboarding process for student workers and miscellaneous wage employees through TalentLink.
• Ensure timely completion of employment documentation, system access, and applicable regulatory and University requirements.
• Supervise non-exempt support staff, miscellaneous wage employees, graduate students, and student employees.
• Design and generate reports using Tableau, and Stellic. Manipulate, and maintain spreadsheets and databases to support departmental and College reporting needs.
• Assign academic advisors in UDSIS and maintain accurate student and advising data.
• Manage the departmental scholarship application process, including collecting, organizing, and maintaining application information. Process scholarship payments and related documentation.
• Assist in administering the Lerner Professional Attire Fund.
• Support the Associate Director for Undergraduate Recruiting in preparing for undergraduate recruitment events. Assist with the preparation and ordering of print materials, supplies, promotional items, and other recruitment materials.
• Perform other job-related duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree and three years of relevant experience, or an equivalent combination of education and experience. Master’s degree preferred.
• Experience in budget tracking, fiscal management, and financial reconciliation.
• Supervisory experience, including the ability to assign work, monitor performance, and support employee development.
• Strong organizational, analytical, problem-solving, and time-management skills.
• Demonstrated ability to work independently and exercise sound judgment in handling complex administrative matters.
• Excellent written and verbal communication skills.
• Demonstrated ability to provide a high level of customer service to individuals of varying ages, backgrounds, and roles.
• Events management experience preferred.
• Advanced proficiency with word processing, spreadsheet, database, web authoring and/or presentation software.
• Experience working with data, spreadsheets, reporting systems, and administrative databases. Knowledge of TalentLink, Tableau, UDSIS and Stellic preferred.
• Ability to interpret and apply policies and procedures and communicate requirements clearly to others.

SPECIAL REQUIREMENTS:

• Occasional evening and weekend work required, particularly in support of Convocation, undergraduate recruitment events, and other major College or University programs.