Office Administrator

3 weeks ago

Urbana, United States MSCCN Full time

This job was posted by : For more information, please see: Office Administrator, Office of Research College of ACES, University of Illinois Urbana Champaign WE TRANSFORM LIVES. Everything we do is designed to improve the quality of life of the people in the state of Illinois, across the nation, and around the world. We discover, develop, translate, and disseminate knowledge to address societal concerns and train the next generation of experts and leaders in a way that empowers them to expand the boundaries of science to higher levels of understanding and influence. Be a part of our story Job Summary S erves 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, & 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. Skills in dealing with a wide variety of stakeholders (deans, ass ciate 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. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. The predetermined salary range for this position is $48,000 to $56,000. Sponsorship for work authorization is not available for this position. 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 . Applicat

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