Administrative Associate, College of Education
University of Illinois

Job Info

Administrative Associate, College of Education

Education Administration

Great Minds Think Illinois

The College of Education's mission extends far beyond the classroom: we aim to impact people's lives locally, nationally, and globally. Our world-class faculty and students lead scholarship on critical issues in education and are committed to innovation and discovery. As a top-ranked institution, we develop and apply new pedagogies and practices that improve understanding-supporting traditional, blended, and online learning. The Education at Illinois community shares the ideals of respect for diverse ideas and social identities; dedication to community engagement; and the responsibility to make scholarship accessible and inclusive for all.

The University of Illinois at Urbana-Champaign is a land-grant, AAU, high research activity institution. The University provides strong support for research and opportunities for collaboration with leaders across campus and in the field.

Job Summary

As a member of the Dean's Office team reporting to the Assistant to the Dean, the Administrative Associate (Business/Administrative Associate) will provide administrative support to three Executive Leadership Officer (ELO) positions: Associate Dean for Faculty Affairs; Associate Dean for Research; and Visiting Executive Director of Centers and Strategic Initiatives.

Duties & Responsibilities

ADMINISTRATIVE SUPPORT: All Executive Leadership Officer (ELO) Positions

• Represent the Executive Leadership Officer(s) to internal and external constituencies.

• Manage calendar, travel arrangements, and travel/expense reimbursements.

• Apprise the ELOs of upcoming meetings, deadlines, and tasks.

• Coordinate meetings, conferences, appointments, and visitors on behalf of the ELOs, finalize and distribute meeting agendas and supporting documentation.

• Provide research and analysis to prepare briefing and/or meeting materials for the ELOs.

• Assist with planning and execution of assigned projects, including workflow, correspondence, and task execution.

• Assist Executive Officer(s) by coordinating and facilitating the implementation of unit initiatives, strategic plans, and document standard operating procedures.

• Practice active listening to extract relevant information from conversations, arrange the information efficiently, and take appropriate action. Review meeting notes and other documents to determine appropriate follow-up items.

• Serve as a liaison for all units led by/reporting to the ELOs.

• Assist with annual non-recurring budget preparation and oversee expenditures for ELOs.

• Maintain PCard and TCard and submit subsequent reconciliation of expenditures.

• Update and manage content/organization of the website as it relates to each ELO's portfolio, with an eye for the continuous assessment and improvement of the website.

STRATEGIC AND COMMITTEE SUPPORT

Specific Associate Dean for Faculty Affairs

• Collaborate with Dean's Fellow(s) and other Dean appointees. Assist with planning and coordination of events and lectures, provide programmatic support, and acclimate newly appointed fellows to college level operational processes.

• Provide support to the college Diversity, Equity, and Multicultural Education (DEME) committee.

Specific to Associate Dean for Research

• Coordinate and assist with RNUA process; including but not limited to, conflict-of-interest, research space allocations, and onsite background checks.

• Provide support for the College of Education Research Committee, including scheduling meetings and taking minutes.

• Provide support to the Research Committee and the Office of Research in the administration of research applications and awards, including communicating with applicants, sharing information, and maintaining a record of award recipients.

• Provide support to the College Space Committee, including scheduling meetings and taking minutes.

• Provide support for workshops and seminars in collaboration with other Office of Research/Bureau of Educational Research (BER) and college team members.

• Provide support to the Office of Research/BER staff meetings (scheduling, attending, minutes).

Specific to Visiting Executive Director for Centers & Strategic Initiatives (C&SI)

• Coordinate collaborative meetings across units within C&SI.

• Maintain shared calendar for C&SI events and communicate major events out to college and public, as needed.

DEAN'S OFFICE SUPPORT

• Serve as backup for other Dean's Office team members, as needed.

Minimum Qualifications

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

• Two (2) years of professional business, financial, and/or managerial work experience.

• Demonstrated experience in supporting a senior administrator with responsibility for high level administrative projects and processes.

Preferred Qualifications

• University of Illinois institutional experience.

Knowledge, Skills and Abilities

• Excellent interpersonal, written, and verbal communication skills.

• Exceptional customer service skills as demonstrated through an ability to interact with staff, faculty, and public in a positive manner. This includes demonstrating courtesy, consideration, and patience with others.

• Ability to identify complex problems and review related information to develop and evaluate options accurately and implement effective solutions.

• Strong organizational skills and ability to maintain detailed, accurate records.

• Ability to multi-task by managing multiple projects simultaneously and meet concurrent deadlines.

• Excellent project and time management, team building and conflict resolution skills, and the ability to work as part of a professional team to serve constituents of the College of Education.

• Capacity to make decisions which uphold the ethical standards of college and university.

• Ability to act independently in most situations requiring interpretation and application of policies and ability to exercise discretion.

• Ability to effectively use as well as learn to use computer hardware and software to complete required tasks and to keep up to date on technological innovations, as needed.

• Demonstrated ability to work with a diverse population. Preferred:

• Knowledge of institutional and College of Education policies and procedures.

Appointment Information

This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after closing. The salary range is $65,000 - $70,000. 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 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 October 22, 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 dfarmer@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: 1027026
Job Category: Administrative
Apply at: https://jobs.illinois.edu