What are the responsibilities and job description for the Temporary Position-Administrative Specialist/Student Health Services position at University of Delaware?
PAY GRADE : 29E
CONTEXT OF THE JOB :
The Administrative Specialist role provides critical support to the Student Health Services leadership team and the overall operations of the department. The Administrative Specialist ensures effective communication, efficient coordination of schedules and meetings, and compliance with organizational policies and procedures. By managing logistics, maintaining records, and facilitating key processes, this role contributes to the effective performance of the department and helps achieve organizational goals. The ideal candidate will excel in a dynamic environment, demonstrating exceptional organizational skills, and handle sensitive matters with professionalism, discretion, and independent judgment.
MAJOR RESPONSIBILITIES :
- Assist Student Health Services leadership with follow-up on procedural updates, issue resolution, and other administrative tasks to ensure efficient operations
- Manage schedules for key leaders, including coordinating meetings and ensuring all necessary materials are prepared in advance. Handle time and meeting requests diplomatically
- Serve as the primary point of contact for central communication channels, addressing inquiries and concerns. Redirect or escalate issues as appropriate
- Handle sensitive student matters, exercise independent judgment in urgent situations, and determine when to escalate concerns to leadership
- Coordinate calendars, forecast key events and deadlines, and maintain records of meetings, including documenting and distributing minutes. Monitor and track delegated tasks
- Provide administrative support for recruitment processes, including coordinating interviews, collecting evaluations, and assisting with communication to candidates.
- Arrange logistics for events, meetings, and other activities as needed
- Participate in procurement processes and facilitate financial transactions, including reconciliations and approvals
- Complete credentialing, licensing, and compliance-related procedures to ensure organizational standards and legal requirements are met
- Assist with managing agreements by supporting the maintenance, timely completion, and renewal of business agreements with external partners
- Organize and maintain records and documentation to ensure compliance with policies and standards
- Act as the department HR Liaison
- Perform additional administrative tasks as assigned to support organizational objectives
QUALIFICATIONS :
