Graduate College, Operations Advisor

at University of Delaware in Newark, Delaware, United States

Job Description

Graduate College, Operations Advisor

Apply now ( Job no: 497050

Work type: Staff

Location: Newark

Categories: Academic Administration, Full Time

Pay Grade: 30E

Context of the Job:

Under the limited direction of the Dean, the Operations Advisor maintains a high degree of sensitivity and confidentiality on all matters concerning the Dean, senior leadership team, and university administration. The incumbent provides guidance in the areas of operations, policies, and procedures in the Graduate College, and has a visible role in an increasingly complex and evolving environment. This position serves as a key liaison between the Dean and the senior leadership team, the college’s interdisciplinary programs, the university’s central offices, and external stakeholders.

Major Responsibilities:

+ Manages complex actions and projects on behalf of the Dean, the Office’s constituents, and senior leadership team. Analyzes and develops project parameters and structures to achieve project goals and/or operational efficiency. Responsibilities include coordinating operations and workflow preparation of or handling of confidential information and documents; policy/procedure development or revision; problem-solving, fact-finding and background research; data collection and analysis; special events planning or assistance.

+ Advances the strategic initiatives of the Dean from inception, planning and development, to management, execution, and assessment. These initiatives include:

+ Enhancing graduate experiences by building a welcoming, respectful, strong, diverse, and resilient graduate community.

+ Developing a comprehensive plan for the growth of graduate programs on campus. Coordinating systematic plans for recruiting and retaining the best and brightest students.

+ Enhancing graduate experiences by providing opportunities for professional development, including career navigation and student/alumni engagement.

+ Supporting and developing research, scholarship, and creative expression opportunities.

+ Fostering innovation in graduate education, especially in creating and supporting interdisciplinary programs, delivering online courses, and extending educational opportunities to nontraditional learners.

+ Using tact and diplomacy, serves as first line response to many high level, sensitive and highly classified matters that are directed to the Dean, and those requiring comprehensive knowledge of college and university policies.

+ Support, document, and encourage the adoption of innovative academic and outreach initiatives that enhance student success, including external partnerships, internships, and co-operative experiences.

+ Coordinates efforts to create strategic agendas for senior leadership team meetings, college-wide meetings, town hall meetings, retreats, and workshops.

+ Drafts reports, correspondence, and presentation material for review by the Dean and the senior leadership team.

+ Works closely with the Dean and senior leadership team to respond to a range of requests and to ensure that final decisions are made in a timely manner and in accordance with deadlines.

+ Serves as an advisor to the Dean, follows up on pending issues needing response or action, and works with the necessary staff, faculty, or administrators to execute on the Dean’s and the senior leadership team’s behalf.

+ Manages the Dean’s Office email inbox for general inquiries, questions, and concerns, which often contains confidential information, especially regarding student records.

+ Facilitates communication with faculty, staff, administrators, students, post-docs, and alumni, and works closely with the Dean and senior leadership team to respond to a range of requests.

+ Represents the college to other university divisions as well as externally to community partners, government agencies, students, and their parents, and the public as it relates to the Dean’s/college initiatives and special projects.

+ In consultation with the Dean and senior leadership team, updates the college’s standard operating procedures, and ensures that posted procedural documents are current and accurate on the college’s website and on shared drives.

+ Maintains and manages the college’s annual cycle that tracks the college’s tasks and events for the calendar year.

+ Collaborates with the Business Officer to ensure alignment of projects/action items with strategic initiatives and the college budget.

+ Assists the Business Officer with recruitment efforts for staff searches and oversight of the college’s office space optimization projects in Hullihen Hall.

+ Coordinates complex, large scale events (international, national) and handles all aspects of event planning including the budget, agenda, venue reservations, hotel reservations, travel arrangements, event invitations, rsvp lists, program and other document preparation, food service, and itinerary scheduling.

+ Ensures contact lists and directories are up to date.

+ Performs job-related duties as assigned.


+ Bachelor’s degree and minimum of four years of related experience, or an equivalent combination of education and/or experience.

+ Experience with planning and implementing projects and events which involve coordination of resources.

+ Demonstrated proficiency with MS Office Suite Software programs (MS Word, MS Excel, MS Access, MS PowerPoint), and Google Docs.

+ Strong time-management and organization skills, along with the ability to manage multiple tasks concurrently in a fast-paced environment.

+ Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.

+ Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

+ Ability to be detailed-oriented, analyze and interpret data, and prepare reports in keeping with the position level.

+ Ability to strategically evaluate processes, make independent decisions, and look for opportunities to make process improvements.

+ Excellent interpersonal and customer service skills, along with the ability to establish and maintain effective working relationships with a diverse population of stakeholders.

+ Excellent verbal and written communication skills.

+ Ability to handle sensitive and confidential information with the utmost discretion, professionalism, and diplomacy.

+ Demonstrated skill in directing and enforcing policies and procedures.

+ Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.

+ Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action

The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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Job Posting: JC195462031

Posted On: Oct 21, 2021

Updated On: Nov 26, 2021