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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12182122 Office Administrator - School of Integrative Biology

University of Illinois at Urbana-Champaign

The School of Integrative Biology is searching for an Office Administrator to support the Evolution, Ecology, & Behavior (EEB) Department Head and the Director of the Program in Ecology, Evolution, and Conservation Biology (PEEC) in initiating and coordinating the office support functions, administrative activities, and the

development, interpretation, and implementation of policies and procedures for the department and programs.

Duties and Responsibilities

Departmental & Program Administrative Duties

• Oversee all administrative support for Evolution, Ecology, & Behavior (EEB) and Program in Ecology, Evolution, and Conservation Biology (PEEC)
• Answers departmental inquiries and resolves problems that require additional explanation or interpretation
• Receives incoming mail and responds to items according to unit guidelines and procedures
• Composes correspondences and other documents that require a combination and variety of subject matters, some confidential in nature
• Assist the Head and Director in establishing and administering policies and procedures
• Serve as liaison between the Department Head and Program Director and staff of external units (Grad College), faculty, students, and staff of the department and program, and with the School of Integrative Biology
• Maintain an operational calendar in order to alert the Head, Program Director, faculty, and students to deadlines, and prepare relevant materials in advance necessary to aid in meeting those deadlines
• Review the Department Head\'s email/mail; screening, responding, and redirecting as necessary. Compose correspondence requiring decisions based on an overall knowledge of the activities of the Department Head. Follow-up on email/mail received
• Assemble data and prepare reports for the department and program on administrative matters
• Maintains departmental and program websites including faculty, students, courses, and administrative information
• Manage several calendars for departmental resources including the EEB conference room
• Coordinate EEB and PEEC events and seminars; contact speakers, make travel arrangements, process reimbursements, and honoraria; oversee set up and take down
• Collaborate with SIB Business Office for faculty, staff, guest, and graduate student travel arrangements and reimbursements
• Serve on committees and attend meetings as a delegate for the department and programs
• Provide reception for the office: Answer phones, greet visitors, answer questions and provide information, sort mail
• Monitor/Moderate group email distribution lists
• Maintains an overall awareness of organizational activities for EEB and PEEC programs impacting faculty, staff, and students
• Authorized fiscal year transactions for flight and train arrangements for graduate recruits and keep management informed of new policies and procedures
• Conducts extensive research assignments involving the evaluation, selection, and compilation of information that include reviewing students\' research assignments, determining statuses, and eligibility
• Participates and collaborates with department head and director to analyze, develop, and expedite procedures and record-keeping systems
• Prepares annual grant funding and fiscal reports for both units as required
• Make travel arrangements using T-Card
• Supervises and trains incoming student employees and is responsible for approving timesheets and conducting annual reviews
• Compiling promotion and tenure paperwor and formatting, not limited to also participating in job description development
• Other duties as assigned to further the mission of the unit.

Graduate Student Duties

Support the EEB and PEEC graduate programs

Compile and process application materials

Coordinate admission committees

Manage students\' progress

Maintain student files and update the grad database

Manage and authorize appropriate requests and paperwork to the Graduate College pertaining to Prelim Exam Result Forms, Final Exam Result Forms, Thesis/Dissertation Approval Forms

Respond to students\' questions

Verify and certify graduation requirements have been met and submit the appropriate paperwork to the Graduate College

Process all necessary documents including petitions, registration forms, rating forms

Organize recruitment week/weekend for EEB and PEEC

Organize Recruit Campus visits

Collaborate with EEB Head & Director of Graduate Studies and PEEC Director to disseminate information to graduate students regarding Graduate College grants and fellowships, school awards, and other awards; gather information on student support each semester; Health Insurance and Health Coverage

Coordinate all matters concerning graduate students in the depar