Administrative Coordinator for Professional and Continuing Studies

4 weeks ago

Wilmington, Delaware, United States University of Delaware Full time

Job Summary:

The Administrative Assistant III serves as the primary staff contact for all dues-paying members and manages the day-to-day allocation of space within Arsht Hall. This role requires strong communication and organizational skills to ensure compliance with OLLI-W and University policies and regulations.

Key Responsibilities:

  • Manage the daily operations of the Arsht Hall facility, ensuring compliance with OLLI-W and University policies and regulations.
  • Primary on-site support for 1000+ OLLI-W instructors and members, including responding to inquiries and supporting 2000+ statewide members with registration questions and concerns.
  • Serve as OLLI-W's primary point of contact with internal and external stakeholders, acting as a conduit to manage and coordinate facility project implementation.
  • Work closely with OLLI-W leadership to further develop and implement the strategic building usage plan, identifying conceptual and detail-level space usage options, and interacting with internal and external stakeholders.
  • Primary point of contact for facilities-related items, such as facilitating relocation of staff workspace, cubicles, and equipment, and facilitating maintenance of the building and building access for staff without interruption of daily work flow.
  • Responsible for all facility maintenance and upkeep, ensuring completion of all routine and non-routine projects and planning effective preventive maintenance.
  • Serve as liaison with University skilled worker staff, Facilities Management, Plant Operations, Custodial, and all contract personnel for electrical, plumbing, roofing, carpentry, elevator, key shop, air conditioning, heating, moving, and redeploying of equipment, and others as needed.
  • Assist with the planning, room logistics, and execution of events and activities.
  • Coordinate, edit, and disseminate weekly newsletters via Constant Contact.
  • Create and distribute event announcements and invitations on an as-needed basis.
  • Assist during minor medical emergencies, directing response personnel to the location.
  • Resolve complex operational/administrative/procedural problems, negotiating with external stakeholders (vendors).
  • Respond to requests from program personnel and members on an ad-hoc basis, prioritizing emergencies.
  • Create and maintain effective communication with division personnel, University departments, and external partners to ensure positive working relationships.
  • Participate in safety-related training and evacuation drills on a quarterly basis, coordinating with key facilities-related W-Council Committees for events (e.g., Open Houses, musical events).
  • Provide support for financial processing for revenues and expenses using online, credit card, cash, check, and gift cards.
  • Maintain the Director's calendar.
  • Perform other job-related duties as assigned.

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