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Location

Urbana, IL | United States

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Job description

Administrative Assistant - Carl R. Woese Institute for Genomic Biology

The Carl R. Woese Institute for Genomic Biology (IGB) is a team-science based Interdisciplinary Research Institute at the University of Illinois, Urbana-Champaign. The mission of the IGB is to advance life science research at the University, meaningfully engage with the public to share the impact of genomic research, and to stimulate bio-economic development in the state of Illinois. We are seeking a talented, enthusiastic, and committed individual to serve as the Administrative Assistant and supervise administrative support staff for research themes, plan and coordinate Director office led events, and support the Associate Director. The position offers visibility into all aspects of IGB operations, interfaces with IGB faculty, staff, and students and routinely hosts high-profile visitors. IGB is a highly collaborative work environment and based on the interest and experience of the candidate, the position offers the ability to advance organizational growth and establish administrative processes that enhance IGB operations.

Job Summary
The function of this position is to manage the administrative support for research theme, coordinate director office events, and provide clerical support to the Associate Director of the IGB.
Duties & Responsibilities

SUPERVISION OF THEME ADMINISTRATORS

• Provide leadership, direction, and administration of day-to-day administrative operations. Supervise and manage multiple civil service employees with a wide range of knowledge, skills, and abilities employed in various administrative classifications in IGB research themes. This includes hiring and establishing a training plan for new employees, tracking performance, and developing procedures for consistent operations throughout research themes.

• Supervise staff who support the research themes in the Institute including events, engagement, outreach, and communications.

• Evaluate staffing needs and ensure that the personnel needs of the IGB are met. Make recommendations to Institute leadership regarding personnel actions, including hiring and staff development and follow up with implementation.

• Prepare and conduct annual performance evaluations in accordance with university policy with goal to build and strengthen the quality of personnel working at IGB.

• Actively uses the PPP program to guide the performance of staff.
  DIRECTOR OFFICE EVENTS COORDINATION

• Responsible for events hosted by the Director's office including Science Advisory Boards, Theme Reviews, Leadership Council meetings, and events led by the IGB Director. These efforts will be in coordination with the IGB events team.

• Responsible for facility arrangements for events, including securing venue, overseeing the processing of rental agreements, and working with on-site venue staff to determine set-up.

• Using professional judgment, coordinate the guest list based on event purpose and campus protocol. Maintain confidentiality of the guest list.

• Collaborate with the IGB Communications Department on the production and mailing of invitations and preparation of event programs. Maintain complete and accurate records of responses.

• Provide the Director, Associate Director and other campus administrators with event briefing materials in coordinating with IGB's event coordinator.

• Using independent judgment and decision-making authority, locate and purchase necessary services and supplies for events (caterer, musicians, transportation, etc.) by contacting vendor, negotiating pricing, obtaining quotes, and overseeing and initiating the Purchase Order procedure.

• Serve as a resource and support for the events team.
  ASSISTANT TO THE ASSOCIATE DIRECTOR

• Advises and provides executive support to the Associate Director. Supports the IGB Director when the Executive Assistant is on leave.

• Drafts multi-source communications (appointment letters, agendas etc.) for executives and develops and distributes any other correspondences as directed.

• Serve as liaison for other units. Assist and provide advice to faculty, students, academic professionals, and civil service staff with regards to the unit responsibility and functions.

• Maintains utmost confidentiality of information (verbal and written) that flows through the Director's suite that include hiring decisions for civil service, academic professional, and faculty positions at the Institute.

• Performs related duties as assigned.
  Minimum Qualifications
  1. High school graduation or equivalent
  2. Any one or any combination totaling five (5) years (60 months) from the following categories:
  A. college course work in business, finance, accounting or a related field:
  -60 semester hours or an Associate's degree equals one (1) year (12 months)
  -90 semester hours equals two (2) years (24 months)
  -120 semester hours or a Bachelor's degree equals three (3) years (36 months)
  -Master's degree or higher equals four (4) years (48 months)
  B. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles.
  Preferred Qualifications

• Bachelor's degree in business administration, Liberal Arts & Sciences, or other related field of study.
  
• Five years of experience in office administration, project management, and/or communication.

• Three years of supervisory experience with non-exempt.
  
• One year resource allocation and/or budget and financial oversight or related areas.
  
• Liaison experience with senior leadership/administrators.
  
• Experience in an institution of higher education.
  
• Experience in event management and/or programming.
  Knowledge, Skills and Abilities
  1. Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  2. Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
• Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software.
  3. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
  4. Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
  5. Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
  6. Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
  7. Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
  8. Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
  9. Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
  10. Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.
  11. Oral Expression - The ability to communicate information and ideas verbally so others will understand.
  12. Written Expression - The ability to communicate information and ideas in writing so others will understand.
  Appointment Information
  This is a 100% full-time Civil Service 0171 - Administrative Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The starting salary is $65,000 and is commensurate with experience
  For more information on Civil Service classifications, please visit the SUCSS web site at .
  Application Procedures & Deadline Information
  Applications must be received by 6:00 pm (CST) on March 14, 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 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 Jacinda King at [email protected] . 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 [email protected] .
  Requisition ID : 1023197
  Job Category : Administrative
  To apply, visit
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About University of Illinois - Urbana-Champaign

The University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement. With our land-grant heritage as our foundation, we pioneer innovative research that tackles global problems and expands the human experience. Our transformative learning experiences, in and out of the classroom, are designed to produce innovative alumni who desire to make a significant, societal impact.

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