at University of Illinois in Urbana, Illinois, United States
Job Description
Administrative Aide-VPEDI (In person)Sponsorship for work authorization is not available for this position.
Job Summary
Under supervision of the Business Administrative Associate, the administrative aide position offers high-level administrative support to the Vice President for Economic Development and Innovation (VPEDI) office. When necessary, coordinating with staff members in other offices and external stakeholders. Supervising daily office activities; the ability to multitask and maintain intricate schedules is crucial for this role.
1. Assists with managing the electronic calendar for the Vice President for Economic Development and Innovation and exercises initiative, discretion and independent judgment in prioritizing scheduling conflicts and addressing urgent matters. Assists with reviewing Vice President for Economic Development and Innovation's schedule to meet deadlines and to gather and provide appropriate materials for meetings, appointments, travel, reports and special projects.
2. Provide administrative support for scheduling meetings for VP/AVP. Organize meeting logistics and activities that support OVPEDI priorities and objectives, such as Illinois Broadband Lab (IBL), Illinois Innovation Network (IIN) or other initiatives. Assist in the planning to confirm, initiate, and coordinate meeting details, the production of presentation materials, and the distribution of meeting materials as required. Oversee the management of the VPEDI, IBL, IIN's calendar, coordination and high-profile meetings as needed.
3. Schedule travel arrangements for VPEDI Associate/Assistant Vice Presidents, including transportation and hotel accommodations, which requires knowledge about travel policies and procedures to ensure compliance with established University and departmental travel guidelines/regulations. Travel preparations may include providing personal and confidential security information for access into foreign countries and National Laboratories. Completes Chrome River travel requests and expense reports on behalf of the principals and assists with organizing receipts for reimbursements.
4. Expertise in coordinating logistics, managing vendors, and ensuring seamless execution from inception to completion. Responsible for booking venues, sending out invitations, scheduling guests, finalizing contracts and day-of logistics, etc. Demonstrate a sharp attention to detail in order to provide experiences that drive collaboration and innovation among network members.
5. Other operational duties will include: Pcard/Tcard purchases for the department - Log information and submit for reconciliation or payment; (maintain office equipment and schedule service calls for repairs; Coordinate and administer specific assignments provided by the Vice President for Economic Development and Innovation.
6. Establish and oversee electronic and paper filing systems, assists in monitoring and maintaining retention and storage of documents and records, which contain confidential and sensitive materials. Coordinate, prepare, and/or supervise the production of complex documentation and reports that reflect extensive knowledge about departmental operations administered by VP/AVP, as well as, the University of Illinois System policies and procedures.
7. Serve as alternate liaison between the office of the Vice President for Economic Development and Innovation and internal administrators/staff and other units on all 3 campuses
8. Maintain close communication with VPEDI leadership and the Business Administrative Assistant about ongoing projects and efforts to support and manage a variety of planning activities. This demands a deep understanding of OVPEDI operations. (5%)
Maintain office/supply inventory and process online orders from Central Stores via iStores and iBuy to ensure the availability of adequate quantities for daily operational use. Maintains order inventory specifying the most utilized supplies.
9. Review vendor invoices for completeness and accuracy, which includes verifying the item description, quantity, unit and extended prices, with the items ordered. Verify that the correct PO, release and CFOAP are accurately applied for the type of purchase. Verify the freight terms are followed, that all prompt pay discounts and contractual discounts are taken, and that no taxes, unless applicable, are applied to the invoice payment. Responsible for monitoring and supervising Banner financial transactions for accuracy and completeness, which requires in-depth knowledge of Banner accounting policies and procedures. All attributes of the system are utilized to aid with the reconciling payment discrepancies and vendor payment inquiries. Ability to do Journal Vouchers, Program Code Requests, and activating CFOPs in Chrome River.
10. Provide email support with a high degree of tact and technical knowledge. Receive, screen, document, and route incoming communication. Practice active listening to extract relevant information from conversations, arrange the information efficiently, and take appropriate action. Attend meetings as requested to record notes and prepare minutes. Review meeting notes, minutes, and other documents to determine appropriate follow up items.
11. Compose and prepare confidential electronic and written communication (e.g., correspondence, reports, spreadsheets, business forms, and other documents/information) that reflect knowledge and understanding of OVPEDI activities, and the ability to accurately represent the views of the VPEDI.
12. Assist with (in consultation with the System Human Resource Services office) hiring office support staff. Assist with oversight of student workers, extra help, and other employees as needed.
Minimum Qualifications
1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
A. 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)
Knowledge, Skills and Abilities
- Ability to provide information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Ability to develop constructive and cooperative working relationships with others and maintaining them over time.
- Ability to communicate with people outside the organization, representing the organization to the public, government, and other external sources.
- Knowledge in entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
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 7/16/2024. Starting salary is $55,000, salary is commensurate with experience.
Sponsorship for work authorization is not available for this position.
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 July 24. 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: 1025914
Job Category: Administrative
Apply at: https://jobs.illinois.edu
To view full details and how to apply, please login or create a Job Seeker account
