Address
Form of workAdministrative Aide
University of Illinois Urbana-Champaign
The Lemann Center for Brazilian Studies
The LemannCenter for Brazilian Studies is searching for an Administrative Aide. The Administrative Aide will work in a fast-paced, team environment to facilitate and executethe day-to-day administrative functions in the Lemann Center for BrazilianStudies, using experience, knowledge, initiative, and independent professionaljudgment expeditiously and confidentially. This position is the key point personfor much of this activity and therefore must have a working knowledge ofuniversity policies and procedures pertaining to employees, programs, and theirrespective interrelationships.
Duties & Responsibilities
Financial Account Administration
• Responsible for ensuring all financial payments are executed following University business policies and completed within established timelines for payment. Become proficient in the Chrome River, iBuy, My UI Financials, Contracts+, inventory, and various other University platforms required for effective business operations.
• Responsible for unit budget development and management, including interpreting and applying guidance from the Director and IGI business operations staff; managing and tracking income and expenditures across the Center's programs and operations; preparation of budget reports; reconciliation of budgets.
• Works closely with the Director and Associate Director to ensure grant and/or endowment funds are being spent per both University and federal and/or external grant requirements and/or donor intent. Assist the Director and Associate Director with issuing award letters to faculty and students regarding annual fund allocations.
• Receive and process confidential materials for grant and fellowship proposals.
• Develop Center's internal process including reimbursements and travel, and develop an up-to-date filing system of required receipts and back-up documentation. Process journal vouchers when applicable.
• Build, monitor, and maintain program budgets, including faculty research awards and student fellowships. Work directly with faculty research award recipients and their departments to process award expenses.
• Become proficient in advancement and stewardship policies and processes. Serve as contact for UIF and LAS advancement
Center Operations
• Coordinate partnerships, manage communications, ensure a strong presence on campus and in Brazil, oversee academic partnerships, track agreements, and facilitate cross-border collaborations.
• Coordinate the planning and execution of conferences, seminars, workshops, and cultural events.
• Assist with the daily operation of the Centers, working closely with the Director, Associate Director, and other staff; act as the Directors' confidential assistant in all Center matters. Coordinate Center meetings, including preparing agendas, recording and distributing minutes, and notifying Center faculty regarding committee appointments.
• With Associate Director and Senior Program Coordinator, assist with hiring and supervision of student employees (academic hourlies, graduate and research assistants).
• Maintain electronic inventory, purchasing programs.
• Attend and participate in campus meetings where appropriate and related to the incumbent's tasks.
• Responsible for Center email. Maintain a database of Center faculty, students, staff institutions, and other interested individuals.
• Maintain comprehensive databases and generate reports for stakeholders.
Other duties as assigned to further the mission of the Lemann Center for Brazilian Studies and the University of Illinois Urbana-Champaign
Required 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)
B.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
Appointment Information
This is afull-time Civil Service position appointed on a 12month service basis. The expected start date is as soon as possible after the deadlinedate. The minimum salary for this position is $50,000. Final salary offered will be determined by a thoroughassessment of available market data, internal salary equity, candidateexperience and qualifications, collective bargaining agreements, and budgetconstraints. 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
To apply for this position, pleasecreate a candidate profile at https://jobs.illinois.edu and use the Apply Now button at the topor bottom of the posting. Upload yourcover letter, resume, and names/contact information for three professionalreferences. Applications must be received by 6pm onFriday, January 5, 2024. Applications not submitted through this websitewill not be considered. For further information about this specific position,please contact Jill Billerman at jrandell@illinois.edu. For questions regarding theapplication process, please contact Illinois Human Resources at 217-333-2137.
TheUniversity of Illinois must also comply with applicable federal export controllaws and regulations and, as such, reserves the right to employ restrictedparty screening procedures for applicants.
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, COVID-19 vaccination requirement, 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: 1020744
Job Category: Administrative
Apply at: https://jobs.illinois.edu
University of Illinois Urbana-Champaign
The Lemann Center for Brazilian Studies
The LemannCenter for Brazilian Studies is searching for an Administrative Aide. The Administrative Aide will work in a fast-paced, team environment to facilitate and executethe day-to-day administrative functions in the Lemann Center for BrazilianStudies, using experience, knowledge, initiative, and independent professionaljudgment expeditiously and confidentially. This position is the key point personfor much of this activity and therefore must have a working knowledge ofuniversity policies and procedures pertaining to employees, programs, and theirrespective interrelationships.
Duties & Responsibilities
Financial Account Administration
• Responsible for ensuring all financial payments are executed following University business policies and completed within established timelines for payment. Become proficient in the Chrome River, iBuy, My UI Financials, Contracts+, inventory, and various other University platforms required for effective business operations.
• Responsible for unit budget development and management, including interpreting and applying guidance from the Director and IGI business operations staff; managing and tracking income and expenditures across the Center's programs and operations; preparation of budget reports; reconciliation of budgets.
• Works closely with the Director and Associate Director to ensure grant and/or endowment funds are being spent per both University and federal and/or external grant requirements and/or donor intent. Assist the Director and Associate Director with issuing award letters to faculty and students regarding annual fund allocations.
• Receive and process confidential materials for grant and fellowship proposals.
• Develop Center's internal process including reimbursements and travel, and develop an up-to-date filing system of required receipts and back-up documentation. Process journal vouchers when applicable.
• Build, monitor, and maintain program budgets, including faculty research awards and student fellowships. Work directly with faculty research award recipients and their departments to process award expenses.
• Become proficient in advancement and stewardship policies and processes. Serve as contact for UIF and LAS advancement
Center Operations
• Coordinate partnerships, manage communications, ensure a strong presence on campus and in Brazil, oversee academic partnerships, track agreements, and facilitate cross-border collaborations.
• Coordinate the planning and execution of conferences, seminars, workshops, and cultural events.
• Assist with the daily operation of the Centers, working closely with the Director, Associate Director, and other staff; act as the Directors' confidential assistant in all Center matters. Coordinate Center meetings, including preparing agendas, recording and distributing minutes, and notifying Center faculty regarding committee appointments.
• With Associate Director and Senior Program Coordinator, assist with hiring and supervision of student employees (academic hourlies, graduate and research assistants).
• Maintain electronic inventory, purchasing programs.
• Attend and participate in campus meetings where appropriate and related to the incumbent's tasks.
• Responsible for Center email. Maintain a database of Center faculty, students, staff institutions, and other interested individuals.
• Maintain comprehensive databases and generate reports for stakeholders.
Other duties as assigned to further the mission of the Lemann Center for Brazilian Studies and the University of Illinois Urbana-Champaign
Required 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)
B.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
- Excellent communication with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person
- Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail
- Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion
- A friendly demeanor, cooperative attitude, and good communication skills
- Experience and knowledge about working in cross-cultural contexts
- Excellent command of the English language, spelling and grammar
- Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time
- Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork
- Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources
- Above-average writing, copyediting, and proofreading skills; Ability to make independent decisions and exercise tact and discretion
- Proficiency with Microsoft Word, Excel, and computer programs, and ability to learn new ones as needed
- Knowledge of BANNER, Chrome River, TEM, iBuy, Web Tools, My UI Financials, and inventory; Familiarity with a university environment
- Ability to do efficient bookkeeping, processing of payments, and handling logistics and publicity for multiple events
- Strong ability to develop and maintain budgets, overseeing various fiscal activities, and consistently ensuring accurate reporting
- Strong analytical skills for interpreting financial data, identifying trends, and making informed budgetary decisions
- Knowledge of sources of information related to the Center's activity within and outside the University
- Knowledge of Center activities and programs
Appointment Information
This is afull-time Civil Service position appointed on a 12month service basis. The expected start date is as soon as possible after the deadlinedate. The minimum salary for this position is $50,000. Final salary offered will be determined by a thoroughassessment of available market data, internal salary equity, candidateexperience and qualifications, collective bargaining agreements, and budgetconstraints. 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
To apply for this position, pleasecreate a candidate profile at https://jobs.illinois.edu and use the Apply Now button at the topor bottom of the posting. Upload yourcover letter, resume, and names/contact information for three professionalreferences. Applications must be received by 6pm onFriday, January 5, 2024. Applications not submitted through this websitewill not be considered. For further information about this specific position,please contact Jill Billerman at jrandell@illinois.edu. For questions regarding theapplication process, please contact Illinois Human Resources at 217-333-2137.
TheUniversity of Illinois must also comply with applicable federal export controllaws and regulations and, as such, reserves the right to employ restrictedparty screening procedures for applicants.
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, COVID-19 vaccination requirement, 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: 1020744
Job Category: Administrative
Apply at: https://jobs.illinois.edu
