Assistant to the Chief of Staff - College of Liberal Arts & Sciences - 1030268-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• Manages andserves as the main contact for the Chief of Staff (COS).Duties include:
• Managing the calendar: scheduling/handling conflicts, managing all meeting logistics and all materials required, ensuring that the COS has information and materials necessary for all meetings, etc.
• Managing incoming phone calls, mail and visitor traffic - identifies urgent matters and handles accordingly, provides any background information needed, obtains additional information when necessary, handles sensitive and confidential matters, exercises discretion and confidentiality.
• Conduct research and data collection for the COS; analyze data as needed. Provide project support to the COS as needed.

• Manages and serves as the main contact for the Dean's calendar. Including management of scheduling/handling conflicts, managing all meeting logistics
• Coordinates travel arrangements including all planning logistics such as payments and transactions associated with travel for the Dean. Work with other members of the college as necessary to ensure efficient processing of all logistics.
• Serve as backup for the LAS Dean e-mail inbox to manage incoming information for projects and answer e- mails/information processes accordingly.

• Works directly with the Secretary of the Faculty to assure compliance with LAS Bylaws by scheduling mandated faculty meetings and conducting elections to the LAS Executive Committee and LAS Faculty Appeals Committee.
• Supports various college Committees including the Nomination Committee.
• In collaboration with Assistant to the Dean provides confidential support for UMAT, LAS Executive Committee and Dean's Cabinet as needed.
• Maintains the College archival records of unit Bylaws and coordinates Faculty Senate elections with the Senate Office and the units in LAS. Serves as a resource on matters of policy and procedures.
• Serves on LAS and Campus committees, as needed (CCFD, LAS staff events, etc.).Performs related duties as assigned to further the mission of the unit.

• Support the Assistant to the Dean with maintaining calendar of recurring Office of the Dean meetings and events.
• Assist with the coordination and execution of internal and external LAS Office of the Dean events including, but not limited to, spring and fall open house, new EO orientation, faculty receptions, faculty meetings, Dean's Lecture, Dean's Office Townhall, and the Public Engagement Showcase.
• Ensure successful execution of events including attendee management, catering oversight, and venue and technical setup with all applicable vendors.
• Effectively communicate with various stakeholders involved with the events including faculty, staff, students, vendors, and external participants.
• Schedule College meetings and manage meeting logistics such as surveys, agendas, forms, and email messages for Dean and Chief of Staff.
• Provide technical support including setting up Teams video conferencing and coordinating with technology services for other audio-visual needs.

• Mentors and trains office administrators for the Associate Deans. Provides advice and counsel on operational processes. Provides back up support as needed.
• Backup support for facilities issues and reception as needed.

• 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)

• Demonstrated effective communication and interpersonal skills in all digital and in-person settings.
• Excellent interpersonal skills and professional acumen.
• Ability to communicate effectively and professionally, build rapport and establish effective working relationships with students, faculty, staff, and parents
• Commitment to creating an inclusive environment
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
• Ability to remain calm and productive in a busy work environment with frequent interruptions
• Ability to be take initiative, prioritize tasks, and exercise good judgment
• Excellent attention to detail.
• Excellent time management skills
• Ability to use discretion and maintain confidentiality in all business matters.
• Ability to handle sensitive matters with tact and diplomacy.
• Knowledge of the academic community and its organizational structure;
• Demonstrated ability to anticipate needs and establish priorities
• Demonstrated ability to provide guidance and direction to others as needed, encouraging teamwork and collaboration for an optimal work environment.