at University of Illinois in Urbana, Illinois, United States
Job Description
Office Administrator - Illinois Human ResourcesIllinois Human Resources
Job Summary
The primary function of this role is to assist the three Assistant Chancellors in Illinois Human Resources: Assistant Chancellor for Culture, Learning and Engagement, Assistant Chancellor for Strategic Programs and Partnerships and Assistant Chancellor for Centers of Expertise. The Office Administrator will work closely with the Assistant to the Senior Associate Chancellor. The primary duties will include assisting with complex and demanding calendars and support with meeting preparation, using the full range of features of Microsoft Office Suite. The Office Administrator will have access to highly sensitive information and must use discretion and confidentiality.
Duties & Responsibilities
- Responsible for calendar management for the Assistant Chancellors. This includes exercising independent judgment and initiative in determining priorities and effective utilization of time for meetings and appointments; keeping Assistant Chancellors informed of daily messages and events. The work can be extremely complex and demands flexibility and attention to detail.
- Support Assistant Chancellors with assembling files for appointments, support key committees as assigned, meeting/programmatic preparation (e.g. reserving meeting space, notetaking, sharing agendas, sending calendar invites) and general office support tasks as needed.
- Arrange itineraries and accompanying travel arrangements for Assistant Chancellors. Complete meeting/conference registrations, reserve hotel rooms, flight, and travel, as needed. This requires a high degree of attention to detail to effectively coordinate all aspects of travel.
- Fiscal transactions such as processing expenses using T-cards and/or p-cards; expenses paid out of pocket and travel exception requests. The reimbursements can be very detailed and extremely complicated.
- Work closely with Assistant Chancellors on annual review process and searches, managing the processes and making sure they are on track, and apprising Assistant Chancellors if there are any issues.
- Assist with projects as directed.
- High school diploma or equivalent.
- Any one or combination totaling six (6) months from the categories below:
- College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
- 15 semester hours equals six (6) months
- Work experience performing office/clerical activities, including use of computer systems.
- College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
- Experience supporting multiple people in an organization.
- Ability to receive and manage highly confidential information and requests with the upmost discretion.
- Ability to communicate effectively and professionally, build rapport and establish effective working relationships with campus partners and staff.
- Demonstrated professionalism and experience with executive level management/administration.
- Attention to detail.
- Knowledge of and ability to be proficient in the Microsoft Office Suite of products, especially Outlook, PowerPoint, Word, and Excel.
- Ability to effectively multi-task and stay organized.
- Ability to work harmoniously with faculty and staff from a wide variety of disciplines.
- Familiarity and high aptitude working with data; running reports; preparing spreadsheets.
This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 4/29/2024. The starting salary for this position is $50,000, and is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on Tuesday, April 16, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact kiener2@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .
Requisition ID: 1023728
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
