Office Administrator - Office Of Research

University of Illinois Urbana-Champaign

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Job Summary

Serves as the first point of contact for the ACES Office of Research. Reports to and provides support to the Associate Dean for Research responding to overflow needs for the rest of the team, using experience, knowledge, initiative, and independent professional judgment.

Duties & Responsibilities

• Maintains and updates the Associate Dean's calendar, informs the Associate Dean of impending engagements, and prepares necessary materials.

• Coordinates meeting logistics including refreshments, establishes virtual meeting invitations, and sets up equipment including connecting laptops to screens as needed.

• Arranges travel for the Associate Dean and Office of Research staff. Collects information, prepares, and submits travel and expense reimbursements for Associate Dean and Office of Research staff.

• Serves as liaison between the Associate Dean and the staff of external stakeholders including commodity groups, funding agencies, and private companies.

• Provides and clarifies information, assists with coordination and organization of events, and meetings, booking travel arrangements for visitors or speakers and sometimes faculty within the College, as well as assisting in directing and escorting visitors to and from meetings and events as they arrive on campus.

• Provides logistical support for the Research Academy program. This includes space reservations, arranging meals, travel for speakers, and other assistance as needed.

• Maintains calendars as needed for Office of Research staff and the office's conference room reservations.

• Oversees ordering and management of Office of Research office supplies and equipment, and places orders as needed.

• Creates and maintains mailing lists (both postal and electronic e-mail lists) utilized for Office of Research publication distribution, maintains inventory records of Office of Research publications in storage.

• Keyboards correspondence and tables as requested by Office of Research staff.

• Reviews the Associate Dean's incoming mail, selects items and responds independently within the scope of responsibility including invitations to meetings, conferences, and receptions.

• Communicates with all Office of Research staff regarding upcoming events, meetings, activities, and other related issues.

• Performs other related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent.

• Any one of the following from the categories below:

Four (4) years (48 months) of work experience comparable to the third level of this series.

Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills and Abilities

• Excellence in organizational skills, initiative, discretion, and maintenance of confidentiality towards all information routed through the Office of Research.

• Maturity, sound judgment, initiative, well-developed organizational skills, and the ability to deal with complex and diverse issues.

• Above-average skills in dealing with a wide variety of stakeholders (deans, associate deans, department heads, faculty, researchers, students, staff, commodity groups, farmers, alums, and community members).

• Ability to utilize good judgment in sensitive situations as well as in performance of general duties.

• Proficiency in diverse software such as the Microsoft Office Suite, and communication software such as Microsoft Teams and Chrome River.

Appointment Information

This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible. The salary range for this position starts at $34,164. Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver's License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

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 (Central Time) on June 30, 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. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Amanda Lombardo at alombar@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: 1024966

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu