Business/Administrative Associate

4 weeks ago

Mesa, United States Southern Illinois University Full time

Description

This position manages academic, personnel and administrative operations of the SIU System Vice President for Academic Innovation, Planning and Partnerships (VPAIPP), who serves as an advisor to the President and routinely represents the President in dealing with the campuses and with external agencies. In representation of the VPAIPP’s duties, the incumbent often autonomously interacts with personnel from the constituent universities and external agencies including the Illinois Board of Higher Education and serves as liaison with the President’s Office internal staff. This position also coordinates on behalf of the VPAIPP on administrative matters for the SIU System Export Control Office, Interim Director of the Institute for Rural Health, the Director of the Office of Community Engagement, and the Center for Predictive Analytics (CPAN) in its role of implementing the SIU System strategic plan.

Examples of Duties

Project Management

Coordinate and monitor activities associated with the SIU System Strategic Plan which entails working closely with the Center for Predictive Analytics, SIU System-wide Implementation Teams and Institutional Research Officers in the collection of data and preparation of reports Responsible for monitoring and assisting in updating the SIU System Strategic Plan dashboard, and as such, serves ex-officio on the System Strategic Planning Committee Coordinates workshops and meetings related to projects associated with the strategic plan (., SIU System Online) Coordinates the gathering of data necessary for specialized academic reports and prepares in final form for appropriate distribution. Provides project management for program funding requests to state and federal agencies (non-RAMP) as well as activities associated with special assignments to the unit. Manages the gathering of data necessary for the Board of Trustees Academic Matters Committee; drafts agendas for the VPAIPP; transcribes minutes; coordinates dissemination of material.  Coordinates communications with external agencies such as the Illinois Board of Higher Education (IBHE), National Association for Systems of Higher Education, and other state, national and international partners, and internally with campus Chancellors, Provosts and various campus administrative offices Serves as primary liaison between VPAIPP office and the System-wide Faculty, Staff and Student Advisory Committees. These committees comprise the elected constituent leaders (or their representatives) on all campuses. Manages and coordinates projects organized by the System-wide Faculty, Staff and Student Advisory Committees. These projects involve system-wide surveys, training programs and awards. Provides information for the VPAIPP in response to reporting to internal and external agencies. Responsible for updated policies, forms, reports and links on interest on the VPAIPP website

Special Operational Management Duties

Manage communications for all VPAIPP functions through media relations, social media etc. In this capacity, the incumbent serves as the primary liaison between the VPAIPP office and the System Executive Director of Marketing and Communications as well as campus marketing and communications offices. Monitors expenditures for the VPAIPP and project budgets. Manages grant expenditures for projects conducted through the VPAIPP office such as the National Association for Systems of Higher Education SIU System Online project, State and Congressional appropriation monies for the Office of Community Engagement and Institute for Rural Health Oversees the preparation of comprehensive academic reports for the Board of Trustees, the Illinois Board of Higher Education and other external projects Maintains an overview of unit responsibilities and deadlines.

Other Administrative Responsibilities including Records and Correspondence

Manages academic program files and prepares correspondence for academic program requests and related matters from the SIUC and SIUE campuses to IBHE and the President. Submits files for new program requests to IBHE via the IBHE online system. Manages the operations for Chancellor and other senior administrator searches administered under the auspices of the Office of the President. Manages the day-to-day operations of the VPAIPP unit. Represents the VPAIPP office in answering inquiries and resolving problems that require complex interpretation, explanation and justification of administrative policies and procedures. Acts as liaison between the Vice President for Academic Innovation, Planning and Partnerships and the staff and administration of other University departments as well as external agencies, including the Illinois Board of Higher Education. Drafts correspondence on behalf of the Vice President. Oversees the drafting, editing, design, preparation dissemination of informational and marketing documents and publications for distribution to the public, faculty, and staff. Coordinate meetings both on and off campus and assists the Vice President in preparation for meetings. Coordinates travel arrangements and completes vouchers for reimbursement for travel expenses for the Vice President and the Director of Export Controls. Manages University P-Card as cardholder and maintains documentation for each purchase. Following the Records Management Guidelines established for the Office of the President, determines where materials are filed and/or archived. Performs other duties related to the officer served, as assigned.

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.

(NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work Based on position requirements, additional education, training, and/or work experience in an area of specialization inherent to the position may be required.

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