at University of Illinois in Urbana, Illinois, United States
Job Description
Administrative Aide-AITS (Hybrid)Job Summary
Under administrative supervision, this position provides specialized assistance and high-level administrative support and functions as the primary assistant to the Associate Vice-President (AVP). This position is responsible for providing support to enable the efficient performance of the official duties of the AVP and the performance of a variety of essential planning and management services related to the general management of the organization and achievement of organizational goals. The position requires extensive knowledge of the activities of the Associate Vice-President, the organization, and the programs and colleagues with which/with whom the AVP is involved and interacts. The duties require expertise in the performance of administrative responsibilities associated with supporting a senior administrator and in coordinating projects between AITS and other campus/system office constituencies. This position will also perform specialized duties devoted to business operation within the Administrative and Financial Management (AFM) team that will focus on (1) supporting AITS' core functions through efficient and effective administrative services, (2) developing and maintaining solid relationships, and (3) first point of contact for executive level support for AITS, calendaring and administrative operations, and leadership support.
1. Apply extensive knowledge of AITS operations and services to facilitate and handle a variety of interdepartmental and intradepartmental planning activities on behalf of the AVP and the leadership team, which requires establishing and maintaining effective working relationships with diverse, broad-based constituencies. Work closely with the AVP to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Prioritize conflicting needs, handle matters expeditiously proactively, and follow-through on projects to successful completion, often with deadline pressures.
2. Perform heavy calendar management to coordinate the responsibilities of the AVP and provide backup to leadership team members. Keep informed about key events, site visits, elements of visits, and preparation needed prior to event. Plan, coordinate and ensure AVP schedule is followed and respected. Handle requests for the leadership team's time and attention, and make judgments about the importance and priority of each to ensure the satisfaction of those making the requests. Organize meeting logistics and activities that will support departmental priorities and objectives. Assist in the production of presentation materials, distribute meeting materials as required, and plan ahead, confirm, initiate and coordinate meeting details.
3. Coordinate and facilitate broad-based intercampus activities by providing leadership to ensure that all aspects of large meetings and conferences related to IT services are organized and conducted to maximize collaborative efforts and results. Prepare meeting agendas and materials, finalize meeting summaries and/or minutes, schedule and organize meeting accommodations and needed technologies, and distribute action items. Organize and maintain document repositories.
4. Serve as an integral communication intake point and coordinator for the AVP and first point of contact for AITS at the executive level. Provide exceptional telephone and email support with a high degree of tact and technical knowledge. Interpret and apply established administrative policies and procedures. Answer the AITS main line when needed. Reply to assigned messages received in the AFM inbox as needed. Manage and edit content for the AFM SharePoint site.
5. Participate in the coordination of daily administrative operations and general business operations support. For example: process ChromeRiver vendor payments and miscellaneous employee reimbursements when needed, monitor time reporting through Self-Service application, maintain material resources/oversee office supply ordering, serve as a back-up to facilities related projects/submission of work orders, and ensure applicable administrative records are maintained departmentally.
6. Provide strategic insight and direction for long-term work-force planning related to administrative operations and space utilization for all AITS locations, including both Urbana and Chicago campuses. Assist with the development of core principles and deliver recommendations to guide AITS leadership with implementing future working environments and employee relations.
7. Oversee various required annual departmental trainings and documentation submissions as directed by the University of Illinois System. Examples include Ethics, Title IX/Sexual Misconduct, and RNUA submissions. Serve as the AITS liaison and act autonomously in monitoring of uncompleted submissions, reminders, and related deadlines.
8. Serve as a department P-card and T-card holder with the responsibility of applying appropriate expenses in relation to executive leadership and support. Act as backup support for travel requests and expense reports submissions for AITS employees (T-card).
9. Participate in the development and implementation of continuous improvement initiatives that improve AITS' ability to help its customers. Analyze and resolve administrative and procedural challenges; conduct research and analysis for ongoing and emerging intra- and inter-departmental initiatives; and provide expertise in special projects. Provide specialized assistance to manage and coordinate activities that sustain the proficiency of administrative operations. Investigate issues, consult with involved parties, and provide advice regarding course of action. Originate and prepare comprehensive reports and detailed analyses, special reports, and studies for administrative use. Provide leadership and support to other administrative personnel. Cross-train and provide coverage for administrative operations team, as needed. Work with AFM staff to maintain policy, standards, processes and procedures related to any of the programs in areas of responsibility.
10. Perform related responsibilities as assigned appropriate for an Administrative Assistant position.
Minimum Qualifications
High school graduation or equivalent Any one or any combination totaling five (5) years (60 months) from the following categories: college course work in business, finance, accounting or a related field: 60 semester hours or an Associate's degree equals one (1) year (12 months) 90 semester hours equals two (2) years (24 months) 120 semester hours or a Bachelor's degree equals three (3) years (36 months) Master's degree or higher equals four (4) years (48 months) progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles
Preferred Qualifications
- Current University of Illinois employment in a position that requires the ability to exercise initiative, discretion and independent judgment.
- Experience supporting senior administrators in information technology, preferably in an institution of higher education.
- Understanding of information technology at the University of Illinois.
- College course work in business, finance, accounting or a related field or a combination of education and experience equivalent to five years of progressively responsible administrative or customer service work experience.
- Fluency with Microsoft Office applications and administrative applications (e.g., Banner, iBuy, Document Direct, etc.), if required.
- Outstanding interpersonal skills and exceptional interpersonal/relationship management skills to serve as liaison for AVP and leadership team with senior administrators, faculty, staff, and clients. Fluency in electronic communications and ability/aptitude to utilize productivity/collaborative tools.
- Highly resourceful team player. Demonstrates ability to proactively approach challenges/problem-solving with strong decision-making capability. Possesses emotional maturity and is a forward-looking thinker who actively seeks opportunities and proposes solutions.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Ability to focus on performance improvement, and to identify opportunities for change and innovation.
- Diplomacy and discretion. Ability to remain calm under pressure and effectively organize, prioritize, multi-task and manage own and others' time; ability to generate accurate results very quickly.
- Conflict competence and ability to anticipate needs with little direction.
- Drive for results; follows through on commitments; aligns, plans, develops, and deploys coherent goals; consistently provides exceptional customer service. Analyze information, solve problems, resolve issues, and apply policies/procedures to develop effective solutions.
- Broad understanding of information technology; ability to effectively utilize technology in the completion of responsibilities, including but not limited to: MS Office Suite, web editing, web content management, doodle, etc.
- Interpersonal effectiveness: interpersonally savvy; clearly communicates, continuously learns and grows; develops self; grasps development opportunities; listens to others; has track record of consistent success and resilience.
- Familiarity with general University business policies/procedures.
- Must be comfortable with continuous change and demonstration of commitment by abiding by AITS organizational values.
- Flexibility and dedication to highest level of customer service and response. The employee has duties that require on-call responsiveness due to operational responsibilities.
This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible after 7/8/2024. Starting salary is $60,000, salary 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 (Central Time) on June 17, 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 johannam@uillinois.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: 1024997
Job Category: Administrative
Apply at: https://jobs.illinois.edu
