Administrative Aide-University Academic Programs And Services

 Administrative Aide-University Academic Programs and Services

Academic Programs and Services
In Office - Work Model
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Under supervision of the Assistant Vice President, manages diverse and broad-based administrative management duties to facilitate services administered within the University Academic Programs and Services (UAPS) unit. Position provides primary support for the Assistant Vice President for Academic Programs and Partnerships (AVPAPP) who serves as the Director of UAPS. Position supervises one clerical employee.
Additional responsibilities include:

1. Provide administrative support for the UAPS unit with main priority of assisting the Assistant Vice President for Academic Programs and Partnership who serves as Director of Academic Programs and Services. On behalf of the AVPAPP, facilitate and handle a variety of administrative and managerial functions that promote continuity of operations and Services. This requires comprehensive knowledge of overall programs/activities. 

2. Manage the AVPAPP's calendar, addressing meeting requests and needs, making sure recurring meetings (e.g., staff meetings, BOT, one-on-ones with direct reports) are entered, supported by exercising initiative, discretion, and independent judgment in prioritizing scheduling conflicts and addressing urgent matters. Responsible for reviewing schedules to meet deadlines and to gather and provide appropriate materials for meetings, appointments, travel, reports, and special projects. Also manage other departmental calendars. 

3. In conjunction with the Assistant Director, oversee the academic program database. Prepare and distribute correspondence with IBHE and university officials as well as draft program reports for the EVP/VPAA. Maintain electronic academic program files. Schedule and attend Academic Affairs and Academic Programs (AAAP) committee meetings. Compose and edit correspondence. This correspondence is often complex, confidential, urgent, and of an important nature. 

4. Serve as liaison between the System Residency Appeals Committee and the Registrar's Offices. Oversee the appeal process from receipt of appeal through notifying the registrar's office of committee's decision. Involves use of BOX accounts, scheduling meetings, document preparation, and maintaining confidential files. 

5. Assist with travel logistics for principals/offices supported when needed (i.e., hotel, airlines, etc.). 

6. Serve as UAPS business manager, working closely with the AVPAPP and the EVP/VPAA Assistant Director for Business Operations and the Coordinator of Fiscal Planning and Budgeting in managing departmental fund expenditures, consulting with UAPS staff, Office of Business and Financial Services (OBFS), and other university units regarding business/financial activities; reviewing/authorizing account usage for expenditures; facilitating/approving budget transfers, expense reports, requisitions, and other business transactions; and initiating follow-up as needed to track commitments. 

7. Serve as liaison between the AVPAPP and support staff in the offices of the President, Executive Vice President/Vice President for Academic Affairs, Planning and Budgeting, Board of Trustees, IBHE, and administrators at the three universities to promote effectiveness and efficiency of daily office operations. 

8. Provide support for all UAPS Events, assist with logistics and travel off-site to events. 

9. Serve as a resource or back-up for university applications for travel, invoice vouchers, and iBuy including performing, approving, and/or overseeing document production/processing activities. This includes the review of travel expense reports submitted by directors and support staff for accuracy, completeness, and compliance with established university policies and procedures; determine appropriate C-FOAP for expenses; authorize revisions to, and/or complete, forms as needed. 

10. As UAPS' Unit Security Contact (USC), responsible for requesting employee access to various university processes (e.g., Banner, Chrome River, iBuy) via the AITS Enterprise Systems method/application/form. This requires a good understanding of the various roles and systems an employee will need to perform their work. Request network access (e.g., getting email and drive access established for new employees) through the AITS System Access Management office. 

11. Primary contact for purchasing technical equipment for UAPS staff and working with Technology Services IT staff to get new computers imaged. 

12.Serve as UAPS Pinnacle unit coordinator, responsible for requesting changes to phone service. 

13. Provide assistance with special projects assigned by the President to OEVP/VPAA (e.g., Shin Award, Mental Health Symposium) and, when appropriate, attend committee meetings for these projects; monitor progress of established timelines to ensure deadlines are met; and initiate follow-up as needed to ensure overall program/project objectives and goals are met. 

14. Assist with (in consultation with the System Human Resource Services office) hiring support staff, extra help, and student employees for UAPS. Monitor UAPS staff usage of personal leave and generate reports as needed for the AVP. 

15. Serve as back-up for FABWEB inventory system. Coordinate, authorize, and monitor requests for services and/or office equipment and supplies managed by UIUC Office of Facilities and Services, including: printing services, car pool, online maintenance orders, office equipment and supplies, and other requests.

16. Manage and perform other administrative duties appropriate for an Administrative Aide. 

Qualifications:

1. 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:

1. 60 semester hours or an Associate's degree equals one (1) year (12 months)
2. 90 semester hours equals two (2) years (24 months)
3. 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
4. Master's degree or higher equals four (4) years (48 months)
5. 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.

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Knowledge and Experience:
1.Knowledge about general office operations and procedures to effectively contribute toward the successful operations and Services administered by the department and ensure the accuracy of the information provided to offices/person seeking assistance from this office. 2.Knowledge of university systems is desired. Systems include, but not limited to Banner, iBuy, FABWEB, and Chrome River. 3.Knowledge about policies and guidelines set forth in the following publications/resources: General Rules Concerning University Organization and Procedures; University of Illinois Statues; Business and Financial Policies and Procedures Manual; Travel Regulation Council Policies; Campus Administrative Manual; and Handbook for Good Ethical Practice for Faculty and Staff at the University of Illinois. 4.Advanced computer skills to perform duties and responsibilities proficiently using: Microsoft Office Suite Access and World Wide Web. 5.Excellent keyboarding, grammar, and proofreading skills, with strong emphasis on accuracy and application of business and report writing techniques, to prepare correspondence and reports that have a professional presentation and reflect applicable formats. 6.Strong interpersonal skills to effectively provide information and Services related to all areas of responsibility. 7.Ability to multi-task and prioritize work accordingly to meet stringent deadlines while handling numerous interruptions and appropriately responding to matters of urgency. 8.Demonstrated decision-making ability and the ability to exercise good judgment and discretion in the performance of all assigned duties, and in dealing with highly confidential and sensitive information. 9.Self-motivation and initiative to develop new strategies and ideas to improve overall efficiency and effectiveness of office operations. Outstanding organizational skills to set up and maintain electron and paper filing system.
Appointment Information
This is a full-time, Civil Service position.

Application Procedures & Deadline Information
For full consideration, candidates must apply and submit a letter of application, resume, and names/addresses/phone numbers of three professional references by 6 pm on 2/26/2024 or visit www.hr.uillinois.edu/employment.

System Human Resource Services
(217) 333-2600
erhr@uillinois.edu

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The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. Convictions are not a bar to employment.
The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment

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 process by contacting System Human Resource Services - Diversity, Equity, Inclusion & Belonging at 217-333-2600, or by emailing ADAaccessibility@uillinois.edu.
As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

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Requisition ID: 9000634
Job Category: Civil Service
Campus Location: Urbana