Position Type: Academic Vice Presidents and Provosts
Office Administrator - External Relations and Communications
Hiring Department: External Relations and Communications
Location: Chicago, IL USA
Requisition ID: 1014287
Posting Close Date: 03/28/2023
About the University of Illinois Chicago
UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.
Serves as personal, confidential assistant to senior leaders in External Relations and Communications by initiating and coordinating the office support functions required for the effective implementation of the administrative policies of the unit. Responsible for organizing, coordinating and performing secretarial and administrative duties. Work is performed in an office environment and public and University forums and settings.
Duties & Responsibilities
Provides administrative assistance to senior leaders in External Relations and Communications. This position is very fast-paced, vigorous and requires the ability to operate in an intense environment, with upmost discretion and confidentiality, must be self-motivated, highly organized and must have the ability to handle a multitude of tasks to ensure a highly effective unit.
Provides clerical support to all senior leaders, which requires the need for meeting stringent deadlines. Responsible for providing relevant documents in advance for review and preparation. Responsible for maintaining the electronic calendars for senior staff, which includes scheduling appointments, handling conflicts to coordinate numerous competing demands for appointments, and sending reminder notices about appointments. Filters a large number of meeting requests with the Assistant Vice Presidents and the additional Directors; includes in-person, telephone and email requests.
Supervises the daily operations of External Relations and Communications, including managing special projects. Coordinates work assignments and calendars. Helps executes projects, ensuring deadlines and criteria are met in a timely manner. Has extensive public contact and represents External Relations and Communications on matters that range from routine to highly confidential. Responsible for scheduling, initiating, and facilitating conference calls for regular meetings to discuss office matters. Responsible for working with shared services to arrange office retreats.
Monitor and reconcile budgets associated with External Relations and Communications to ensure all necessary documentation is received and submitted and expenditures are tracked appropriately. Responsible for working with shared services for office supply and equipment inventory and procurement Work with Sharepoint, Box in various office duties.
Coordinates with shared services to arrange in-state and out-of-state travel for department staff. If they are unavailable, duties would include tracking T-card and P-card transactions as well as preparing expense reports in Chrome River system. Prepares travel itinerary and binder for domestic travel, including multi-city visits, secures airfare, train and rental car reservations, and prepares maps, confidential FACTS reports and bios.
Works closely with the Office of the President, Vice Presidents and Chancellors of the Urbana, Chicago, and Springfield campuses. Facilitates interactions for senior staff, University Officers, and external community. Assists in determining and coordinating the development, implementation and interpretation of unit goals and objectives.
Screens inquiries and provides information to senior leaders, campus administrators, outside guests, and other offices as appropriate. Schedules urgent meetings, handles conflicts and coordinates priorities. This requires in-depth knowledge of policies and procedures specifically related to the Office of the President, Chancellor's Offices (3 campuses) and other University offices.
Serves as liaison for senior leaders, administrative officials, staff, students, and other offices/units in communicating with these groups via correspondence, phones, facsimile, and in-person contact, which may include serving as a representative for the office at certain campus, University and/or community meetings. Responsible for monitoring and assisting the senior staff to ensure staff and students are in compliance with unit, department, university and governmental policies.
Prepares correspondence for signature, reviews and edits documents prepared by senior leaders in External Relations Communications. Responsible for the accuracy of all documents, including correct spelling, punctuation, syntax, and format. Memos and documents are transmitted to the state legislative leaders, members of the Illinois Congressional Delegation, and the Office of the Governor. Keyboards all confidential material as needed. Signs documents as directed.
Compile the semi-annual lobbying reports, ensuring compliance in reporting adheres to Federal law. Responds to inquiries from University personnel regarding the status of pending federal and state legislation. Using on-line services, obtains text of bills and related information.
Coordinates the preparation of and review of various administrative, personnel and other records. Maintains and files confidential and sensitive materials.
Reviews mail for the Vice President External Relations and Communications and senior leaders, retrieving pertinent background materials from the files. Organizes and prioritizes mail in an orderly fashion, allowing the Vice President and senior leaders to review the mail in the timeliest manner upon return. Responds independently to incoming mail within the scope of responsibility and/or drafts initial responses when appropriate. Monitors office email and responds independently to email requiring immediate action.
Performs other duties, as assigned, appropriate for an Office Administrator classification.
1. High school diploma or equivalent.
2. Any one of the following from the categories below:
a. Four (4) years (48 months) of work experience comparable to the third level of this series.
b. Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Knowledge, Skills and Abilities
1. Must be able to maintain an overall awareness of organizational activities of import or impact to the principal(s) and the unit and coordinates and expedites necessary actions.
2. Progressively more responsible general or specialized office experience which included aspects of supervising staff or job function, organizing, and performing duties that lead to knowledge of generally accepted office principles
3. Must have the ability to work in an independent and efficient manner, exercising good judgment, as the Senior Director and Directors travel extensively. Must be dedicated, determined and reliable, have high energy, excellent organizational skills, and ability to prioritize work quickly as needs change. Must be able to recognize when questions and information is sensitive and might impact public relations.
4. Must be knowledgeable about campus and University-wide policies, procedures, rules, regulations and department organizations, budget and procedures.
5. Must be knowledgeable of the state and federal legislative process and the organization of the state and federal government and knowledgeable of key governmental offices and personnel.
6. Position requires strong interpersonal skills with friendly, professional, and effective manner that employs tact and diplomacy when addressing and interacting with senior University officials, members of the Board of Trustees, and public officials.
7. Position requires advanced computer skills including Microsoft Outlook, Word, Excel, PowerPoint, Internet search skills, social media, University of Illinois Foundation FACTS Database, and other computer applications. Must have excellent spelling, punctuation, syntax, formatting, and proof-reading skills.
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, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.