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Associate Provost and Chief of Staff
University of Delaware in Newark, Delaware
 
 
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Date Posted 03/01/2019
Category
Executive-Academic Vice President and Provost
Employment Type Fulltime
Application Deadline Open until filled
 
 
 
 
 

Job ID: 106003

PAY GRADE: 36E 
DEADLINE: November 9, 2018

CONTEXT OF THE JOB:

The Office of the Provost is directly responsible for the entire academic and student functions of the University.

The Associate Provost & Chief of Staff reports directly to the Provost and works directly with the Provost across the range of her/his responsibilities. The Associate Provost & Chief of Staff functions as a senior advisor and facilitator to the Provost on short- and long-term issues and projects. S/he will provide coordination and liaison with the deans, vice provosts and other senior administrators on matters of interest to the Provost. S/he will facilitate various planning functions and work on the Provost's behalf with senior academic administrators to strengthen operational excellence, communications and interdepartmental relationships. The Associate Provost & Chief of Staff is a key member of the Provost's senior management team and works to insure that the Provost's agenda and initiatives are realized.

Consulting with and responsible to the Provost, the Associate Provost & Chief of Staff oversees the fiscal management of the Provost Office including short-term and long-term budgetary planning. S/he acts as the primary liaison with all academic units regarding administrative matters, and works closely with the budget office as well as financial staff in the provost's office to ensure effective communications with academic units regarding financial matters.

The Associate Provost & Chief of Staff provides guidance and support to the Provost, as it relates to the academic administration, planning and budgeting for any academic unit. S/he recommends and/or approves the allocation of Provost resources and interprets University policies and procedures. Decisions involve the full scope of administrative and budgetary activity associated with all academic activities of the University.

MAJOR RESPONSIBILITIES:

  • Prosecute the Provost's agenda and initiatives.

  • Serve as a senior advisor to the Provost. Provide assistance to the Provost on special projects, confidential matters, management and organizational issues and strategic planning.

  • Provide oversight and guidance to special projects or initiatives as determined by the Provost. Monitor and follow progress and ensure that appropriate follow up actions are taken and to ensure timely and successful completion.

  • Facilitate communication and work closely with the deans, vice provosts and key stakeholders as directed by the Provost.

  • Oversee the operations, financial and administrative functions for the Office of the Provost.

  • Act as a point of contact between the Provost and senior management team, staff, students or other stakeholders.

  • Support the Provost in leading an effective senior management team; manage the agendas for the Provost's senior staff, Provost's Executive Committee and other staff meetings; coordinate and plan meetings; prepare or secure relevant materials to advance the team's deliberations.

  • Define administrative and, along with financial staff in the provost's office, financial issues and decisions requiring the Provost's attention, and drive the decision-making process. This involves organizing the decision points, communicating with affected units, and providing administrative, financial and personnel information to the Provost to support decision-making. Provide Provost with the facts and context to react to the myriad administrative and financial issues which arise.

  • Regularly communicate with the deans, vice provosts, vice presidents, assistant deans, chief budget officer and other personnel to discuss questions and resolve difficulties associated with administrative plans and actions.

  • Convene academic update group to foster communication and resolve issues impacting academic units. Along with Financial Analyst, oversee a long-term financial plan specifically for selected Provost resources.

  • Work with the Provost to plan and develop annual requests for Unidel Foundation funds. Oversee reporting to the Unidel Foundation.

  • Along with financial staff in the provost's office, advise the Provost regarding priorities and the allocation of resources within the academic areas. Make recommendations regarding the funding needs of non-college units, including evaluating and making recommendations regarding any funding increases, re-assigning or eliminating units which cannot meet financial goals.

  • Oversee the mechanics of faculty hiring planning and approvals.

  • Review, and sign on behalf of the Provost, routine transactions requiring Provost's approval such as: requests to classify or fill positions, research grant proposals, hiring salary levels, etc.

  • Serve as owner of the employee merit system for the Provost's Office.

  • Supervise assigned staff, including financial analyst.

  • Perform other job-related duties as assigned.

QUALIFICATIONS:

  • Bachelor's degree and 10 years of progressively responsible administrative experience in a college or university setting.

  • Leadership experience; organizational skills; ability to lead organizational structure, workflow and operating protocols.

  • Ability to foster a cooperative work environment. Employee development and performance management skills.

  • Extensive and detailed knowledge of University policies and procedures in all areas, including academia, budgetary, personnel and administrative. Knowledge of the application of these policies and procedures at all levels of administration.

  • Must possess the ability to adjust rapidly and effectively in a constantly changing job environment.

  • Ability to proactively identify administrative and financial issues of importance.

  • Ability to analyze information and to draw conclusions, perform complex tasks and to prioritize multiple projects, make administrative/procedural decisions and judgments.

  • Strategic planning skills. Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.

  • Ability to plan, develop and maintain complex budgets in a multi-faceted higher education setting. Ability to analyze and interpret budgetary expenditures and financial data.

  • Knowledge of faculty and/or staff hiring procedures.

  • Skill in budget preparation and fiscal management.

  • Ability to communicate effectively and to work with a wide range of constituencies in a diverse community.

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