Shire Jobs

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12208665

The Administrative Assistant II position is responsible for administrative support for the Dean of the College of Education and Health Sciences (EHS). Serves as the contact person between university divisions and external agencies and the Dean. Collaborates with College leadership (Associate/Assistant Deans and Chairpersons) to advance the Colleges strategic goals and operations. Serves as an administrative resource for EHS faculty and staff. The nature of this position is highly confidential. Reports to the Associate Dean for Administration and Finance within the College of Education and Health Sciences. The position is an on campus role and not remote.

CHARACTERISTIC DUTES AND RESPONSIBILITIES

Executive Support

Provides comprehensive administrative assistance to the Dean and College leadership, including correspondence with faculty, staff, university departments, and outside partners. Follow up on contacts made by the dean and support ongoing relationships.

Schedules and coordinates Deans appointments and/or travel arrangements, and coordinates and oversees daily office management and activities. Develop and document office processes and procedures to improve efficiency and effectiveness.

Organizes and facilitates meetings and events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support at meetings and follow-up on assigned action items from meetings.

Gathers, enters, and/or updates data to maintain departmental records and databases; maintains files and records for the office. Prepare reports as necessary utilizing advanced features of word processing, spreadsheets and database software.

Provides support for issues that may be escalated from other support positions in the college.

Operational Administrative Support

Provide in person office and reception support receiving and greeting visitors and maintaining welcoming front office environment. Serves an information gateway for general inquiries, including assistance with answering/transferring phone line and general email.

Performs general office management tasks including ordering and organizing office supplies; logistical coordination for office initiatives and events, assisting with building facility and technology requests; maintaining copiers and other office equipment, providing phone and forward-facing office coverage; serving as a point person for administrative and operational needs.

Sends correspondence from the Office of the Dean on behalf of the Dean and/or College leadership.

Compiles documents for executive-level meetings and presentations at the request of College leadership.

Coordinates office space logistics for faculty and staff including procurement of appropriate materials, as needed and handling facilities requests.

Assist with fiscal operations including liaison with vendors, processing of invoices, purchase orders, requisitions, reimbursements, check requests, purchasing and travel card allocation and processing, and account reconciliation.

Submit academic course offerings preparation data, course arrangement content, and affiliate and full-time overload faculty/staff contract requests.

Facilitates student course evaluation process and generates reports.

Facilitates graduation clearance process at the College level.

Prepares and sends Deans List.

Sends donor thank you letters on behalf of the Dean.

Compiles College Committee structure.

Maintains access to academic and meeting rooms.

In order to meet the needs of the University, the University retains the right to assign duties and requirements to employees, as well as determine and change starting times, quitting times and shifts.