Position Title: Assistant to the Chairperson Date Prepared: 9/1/2009 Department/Unit: Written by: Mary Smith College/Admin. Office: Approvals: Location: Newark Title of Supervisor: Chairperson Position Number: 10000000 Level:
SUMMARY OF THE POSITION:
Under the general direction of the Chairperson, the Assistant to the Chairperson oversees all budget preparation and management; serves as liaison with faculty regarding research and academic activities, with responsibility for Department and University policy applications and interpretation; and is responsible for general administration and office management. The Assistant to the Chairperson supervises departmental staff.
MAJOR RESPONSIBILITIES:
- Prepares and administers, in consultation with the chairperson, all departmental accounts, research proposal budgets, and budgetary matters related to personnel appointments and salary increases; approves and monitors expenditures, performs analyses, and provides projections. (30%)
- Assists the Chair with the operation and management of the unit. Supervises support staff, including selection, training and evaluation. Coordinates work of support staff involved in projects and activities, including student registration, orientation for graduate and undergrad programs, course scheduling, supply ordering and curriculum support. Maintains the vacation/sick time records of staff and processes payroll for work study and miscellaneous wage staff. (25%)
- Coordinates the scheduling of all courses and acts as liaison with chairperson, undergraduate and graduate committee chairpersons, and the scheduling office. (20%)
- Assists faculty in academic and research activities. Provides orientation and interpretation of University and Department policies and procedures for new faculty and professionals. (15 %)
- Recruits, hires, and provides training and orientation for new staff and part-time employees on the operation of the Department and policies, procedures, and benefits of the University. Directly supervises administrative staff and part-time employees. (10%)
QUALIFICATIONS:
- Bachelor’s degree in a business-related discipline with two years job-related experience. Associate’s degree and four years experience directly related to position responsibilities can substitute for required education.
- Skill in budget preparation and management.
- Working knowledge of accounting systems and administrative policies and procedures.
- Ability to develop financial plans and manage resources and analyze budgetary expenditures for compliance with approved budget for grants.
- Proficiency in University financial systems and Excel for budget reporting and analysis. Skill in UDSIS with unofficial transcript degree progress and course scheduling.
- Knowledgeable of University of Delaware policies and procedures to be able to direct and enforce these policies.
- Effective interpersonal and communications skills.
- Ability to prepare accurate and engaging correspondence to VIPs and prospective applicants.
- Ability to make independent decisions and judgments in keeping with the level of the position, and plan, prioritize, balance, and review a variety of projects that must be completed simultaneously and on time.
- Ability to use discretion regarding personal and confidential matters.
- Ability to communicate and interact well with people of all ages and diverse backgrounds and to maintain a positive and collaborative work environment.
- Ability to use advanced techniques in spreadsheet, database, and presentation software.
