at University of Illinois at Chicago in Chicago, Illinois, United States
Job Description
Extra Help - Administrative Assistant - College of Medicine Office of the Dean
Extra Help - Administrative Assistant - College of Medicine Office of the Dean
This Position is temporary, non-benefits eligible, and is limited to 900 hours.
Hiring Department: College of Medicine Office of the Dean
Location: Chicago, IL USA
Requisition ID: 1026195
Work Schedule:
Hours per Week: 37.5
Shift:
# of Positions: 1
Workplace Type: Hybrid
Posting Close Date: 7/16/2024
About the University of Illinois Chicago
UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has over 300,000 alumni, and is one of the largest employers in the city of Chicago.
Description:
Position Summary
Reporting to the Chief Advancement Officer (CAO) in the College of Medicine (COM), the Extra Help Administrative Assistant (AA) must be a positive, articulate self-starter who will provide high-level, complex, and confidential administrative and clerical support duties to the COM major gift and alumni engagement directors. The AA must be able to work independently, comfortably multi-task on a wide variety of projects, possess a keen eye for detail, be able to collaborate with colleagues, and follow through on tasks and projects with minimal supervision. This position will be responsible for knowing and understanding University, University of Illinois Foundation (UIF), and College of Medicine policies and procedures.
Duties & Responsibilities
Provides administrative support to facilitate College of Medicine Advancement activities and a variety of related office functions, including: scheduling meetings; drafting and finalizing meeting minutes; project management; handling messages of professional staff to ensure they are retrieved, sent, and/or distributed in a timely manner; initiating communications to provide/obtain information to facilitate unit activities; and performing other clerical and office support functions.
Assists with the gift process by working with frontline fundraisers and the Advancement Services team in tracking solicitations, gift agreements, completing gift transmittal forms for gifts received, forwarding gifts and completed forms for gift processing, and ensuring revenue is associated with asks in TED.
Helps schedule and manage meeting logistics for Advancement meetings as needed. Coordinates and prepares presentations, handouts, catering, rsvp and audio-visual support. Responsible for taking minutes, when appropriate.
Coordinates travel arrangements and reimbursements for Advancement officers, including transportation, hotel accommodations, and preparation of itineraries, which requires knowledge about travel policies and procedures to ensure compliance with established University and departmental travel guidelines/regulations.
Prepares highly confidential briefings and reports.
Reviews, assesses, routes, answers, and monitors follow-up action steps on correspondence related to major gift, alumni engagement, and College activities. Gathers and analyzes information required for administrative reporting.
Uses and stays current on multiple technical applications including word processing, CRM database, spreadsheets, graphics and presentation software, electronic calendar, email and other technical/scientific applications.
Utilizes the constituent tracking database (TED) to look up and ensure accuracy of donor and alumni... For full info follow application link.
The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer. Background checks will be performed in compliance with the Fair Credit Reporting Act.
The University of Illinois Chicago is an affirmative action, equal opportunity
institution/employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, sexual orientation, gender identity, veteran or disability status, height, weight, or marital status in employment or the provision of services.
