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Business Administrative Assistant - Academic Programs

Business Administrative Assistant - Academic Programs

Hiring Department: OFC of Academic Program-Nursing

Location: Chicago, IL USA

Requisition ID: 1018816

Posting Close Date: 06/08/2023

About the University of Illinois Chicago

UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent 'Best Colleges' rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

Description:

Provides executive support to the Office of Academic Programs (OAP), Associate Dean for Academic Affairs (ADAA), and College of Nursing faculty. Manages day-to-day operations of the Office of Academic Programs, and acts as the primary purchaser (p-card and t-card holder) for the unit. Works independently on projects, from start to finish, and must be able to work under pressure and time constraints, to handle a wide variety of activities and confidential matters with discretion.

Duties & Responsibilities

• Executive Support
• Welcomes and provides outstanding customer service for faculty, students, and staff who come to the Office of Academic Programs.
• Manages an extremely active calendar of appointments and participates in meetings with ADAA; works closely and effectively with the ADAA to keep them well-informed of upcoming commitments and responsibilities, following up appropriately; compiles documents for travel-related meetings, processes related expenses.
• Participates in coordination, planning, and materials generation for project specific meetings organized by the ADAA.
• Composes and prepares confidential and public correspondence; develops and distributes correspondence /reports for the ADAA.
• Assists ADAA with updating and posting the student handbooks. Events / Conference Coordinator / Travel Arranger for OAP: Arranges complex and detailed travel plans for all OAP staff, itineraries, and agendas; compiles documents for travel-related meetings, processes related corporate card expenses and reconciliation, as the primary unit credit card holder.
• Events Coordinator / CON Calendar Contact: Assists with on-campus arrangements for all OAP-sponsored events; processes related documentation and expenses. Assists with College of Nursing events calendar scheduling.
• Manages day-to-day operations of the Office of Academic Programs.
• Administers utilization of department space, equipment, and resources.
• Works with College of Nursing Facilities Manager to manage department facilities including maintenance and space utilization.
• Oversees department inventory to ensure that equipment is recorded accurately in FABWeb, maintained/upgraded and disposed.
• Works with CON IT to ensure that IT policies and operational procedures are disseminated to the department and adhered to; oversees equipment upgrades, works with IT to resolve issues that arise.
• Acts as a University purchase card and travel card holder in compliance with university policies and procedures to maintain office supply stock and provide for unit event food, beverage and miscellaneous event supply needs. Reconciles financial expenditures and discrepancies, as needed.
• Designated proxy for entire Office of Academic Programs office to create expense reports and reimbursements and arrange travel on their behalf.
• Works closely with Director of Student Services (DSS), and other campuses with coordination for annual activities and events; including orientations, ceremonies, and commencement, etc.
• Coordinates student employment for the unit. Plans for student positions in advance by determining office needs. Provides orientation, training and mentoring. Monitors training progress frequently and gives feedback.
• Serves as mail/shipping contact.
• Perform other related duties and participate in special projects as assigned.

Qualifications:

Minimum Qualifications

1. Bachelor's degree in business administration, management, or a field related to the position.


2. Two (2) years of professional business, financial, and/or managerial work experience.
   
   (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)

Preferred Qualifications

1. Demonstrated experience providing administrative support at the executive level.
2. Experience in higher education. Knowledge of University policies and requirements a plus.
3. Knowledge of management practices, methods, and techniques, experience with data management software, and familiarity of FERPA and HIPAA.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Attention to detail, accuracy, and thoroughness essential, with exceptional organizational, analytical and problem-solving skills.
• Ability to work under pressure and meet deadlines, to manage multiple projects simultaneously, and to balance various stakeholder interests.
• Independence and self-motivation; must exhibit flexibility and adaptability, and be able to initiate and implement projects efficiently and effectively.
• Ability to perform in a changing work environment, to deal effectively with various personalities and diverse populations, and to display a commitment to customer service to faculty, staff, students, and the general public.
• Excellent interpersonal, oral, and written communication skills, with an awareness of and sensitivity to socio-ethnic and cultural communication styles.
• Demonstrated knowledge and experience with computer systems and various software applications, including Microsoft Office (Word, Excel, Access, PowerPoint, Outlook), with the ability to develop and manage spreadsheets and databases.
• Ability to deal with sensitive information in a confidential and professional manner.

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required 180 days of employment.

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.

The university provides accommodations to applicants and employees. Request an Accommodation
Looking for more University of Illinois positions?

We invite you to search for positions at each of the University of Illinois locations, the University of Illinois System Office and the University of Illinois Foundation. The University of Illinois System Office supports the primary missions of teaching, research, public service, and economic development for all of the Universities and offers positions in all locations. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions.

University of Illinois Urbana-Champaign
University of Illinois Springfield
University of Illinois System Office
University of Illinois Foundation

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.


To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/5615?c=uic







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