Administrative Aide

Administrative Aide

Center Innov in Teach Learn

Job Summary

Duties & Responsibilities

• Maintain space database and update records of all internal space assignments, classification, and usage. In coordination with the Director of Finance and Administration, conduct and review annual space study.
• Coordinate and facilitate space assignments by gathering and assessing the needs of the teams, planning for furniture needs, preparing rooms as needed, and coordinating office moves in accordance with policies and procedures. Supervise and assist with moves, including the movement of furniture up to 80lbs in weight.
• Redirects questions/tasks that come into the Director of Finance and Administration that can be handled by others in the unit, to free up their time for more pressing/important tasks.
• Coordinates with Departmental managers ensuring they complete their employee’s annual evaluations and ensure all paperwork that is sent to/from Swanlund HR is filled out correctly and filed appropriately.
• Serves as a back-up for all facilities needs.
• Acts as an intermediary, representing the Director of Finance and Administration’s position on matters to faculty, staff, students and the public, based on overall functions of the office and superior's views.
• Performs as a delegate on behalf of the Director of Finance and Administration to maintain workflow for the Department and assist with high-level administrative needs.
• Serves as the departmental liaison for external visitors including planning all travel, lodging, meetings, presentations, and itinerary with CITL faculty and staff.
• Maintains an overview of departmental responsibilities and deadlines.
• Participates in CITL Strategic Planning Development.
• Possess working knowledge of My UI Financials to assist with tracking or review of expenditures regarding Department budget. Compiles statistical data and reports in compliance with University administrative offices as required. Grants access to CFOP level reports to CITL leadership.
• Provides information to the Director of Finance and Administration regarding personnel matters. Maintain CITL hardcopy and electronic personnel files. Works closely with the Director of Finance and Administration in order to compose annual salary letters for employees and distributes them appropriately.
• Ensures that all full-time staff, graduate assistants, and undergraduate staff complete the Alternative Worksite Agreement if not working on the Urbana-Champaign campus full-time.
• Participate in/lead meetings on essential administration and management issues, many of which may be highly sensitive and confidential in nature.
• Coordinates special projects, departmental events, committee meetings, and team activities.
• Accompanies Director of Finance and Administration to administrative and working group meetings when requested and writes summaries of all meetings for distribution for Director and staff unable to attend.
Other duties as assigned.

Additional Physical Demands

Minimum Qualifications

Knowledge, Skills and Abilities

• Knowledge and experience with Microsoft Office Suite. Ability to coordinate and work with other individuals to complete multiple tasks in a timely manner. Organizational skills and the ability to take initiative to solve problems. Ability to communicate accurately, diplomatically, and effectively, whether communication is by phone, in person, or through written correspondence. Ability to carry out a variety of sensitive and complex task-ability to keep confidential information and documents confidential. Knowledge of the policies, procedures, and background of CITL. Knowledge of University policies and procedures and the ability to interpret and effectively communicate policies and procedures. Ability to set priorities and use independent judgment.

Appointment Information

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 4/16/2024.
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 (CST) on March 20th, 2024. 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. Application materials should include a cover letter, a current resume, and at least three references, including contact information. Immigration sponsorship is not available for this position. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. Minimum salary for this position is $62,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. For further information about this specific position, please contact rhall2@illinois.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: 1023510
Job Category: Administrative
Apply at: https://jobs.illinois.edu