EH Dean's Office - Program Assistant

EH Dean's Office - Program Assistant

Office of the Dean

Gies College of Business

Job Summary

Support the operational and administrative functions for human resources for Gies College of Business office of the Dean and also includes support to the operational functions for faculty matters including support of the College Exec Committee and standing committees and admin support to the Executive Associate Dean of Faculty. This position handles sensitive and confidential personnel information on a day-to-day basis

Duties & Responsibilities

• Dean's General Administrative: • Serve as Campus Charitable Fund Drive unit and college co-leader • Serve as backup to manage the Dean’s calendar when Exec Assist is out of the office • Provide calendar support for the Associate Dean of Finance & Administration • Serve as coordinator for any College wide, Dean’s office “managed” activities collaborating with Marketing & Communications and other units as needed, this includes scheduling space. Including Leighton Lecture • Serve as admin support for faculty meetings, annual year end party, and other College-Wide events in collaboration with Gies Marketing & Communications • Provides administrative support to the Academic Director of the Center for Professional Responsibility in Business Society, includes hiring requests of hourly employees. • Assist with managing Executive Associate Dean of Faculty’s Calendar • Provides Administrative Support for CPRBS, which includes managing the hourly hiring process, awards processing, and faculty administrative appointments • Meeting scheduling, including but not limited to work teams as identified by the Dean
• College Executive Committee:
  Adhere to College Bylaws to administer and manage the CEC nomination and election process on behalf of the Senate Elections Committee. Schedule meetings for budget discussion, professorships, AACSB or other matters as needed. • Create CEC meeting schedule to discuss promotion and tenure departmental recommendations. Adhere to Provost Communication #9 and assist with faculty promotion and tenure process. Assist Executive Associate Dean of Faculty at confidential CEC meetings by taking notes and composing minutes • Serve as liaison for the Senate Office and departments; coordinate the verification of the faculty electorates in the college; ensure departments are conducting elections according to Election Rules for Faculty Electorate; and campus deadlines are met. On behalf of the Executive Associate Dean of Faculty. Follow up with department as faculty return from approved leaves. Ensure that faculty submit applications and sabbatical leave reports in the online system prior to the campus deadline. • Provide support to College Ed Policy Committee, including sharing of CIM job aids and adding requesting access for new members to CIM system; scheduling/attending meeting to discuss teaching award nominations, prepare voting ballots and assist with voting/elections as requested. • Provide any additional support needed on a case-by-case basis for any of the College Standing Committees.
• Policy/Compliance Reporting: • Provide administrative support for campus and system-based compliance required activities, including annual ethics training, annual sexual misconduct training, ANCRA training, report of Non-University Activities, monitor reports to ensure timely completion adhering to campus deadlines and policy, ensuring 100% compliance. Serves as Clery Act Liaison
• Dean's Office General • Manage 260 Conf Room • Manage parking spaces • Triage incoming mail

Specialty Factors

Bachelor’s degree. Demonstrated education, training, and/or work experience compiling, organizing, and summarizing data or supporting administrative operations.

Knowledge, Skills and Abilities

• Exceptional customer service skills.Excellent communication (written and verbal) and interpersonal and organizational skills, cultivating relationships with departmental, college and university offices; work effectively as a member of a team.Effectively manage multiple priorities and deadlines by exercising independent judgment and discretion to prioritize requests to meet deadlines on a large variety of tasks.Ability to discern the level of inquiry, priority or issue for escalation, or to seek guidance for clarification or assistance. Ability to learn and adapt to multiple technology application platforms. Excellent attention to detail.General computer skills and ability to use Microsoft Word, Excel, and Outlook email and calendar are extremely important. Knowledge of general office procedures and equipment is necessary.

Rate of Pay:

The wage for EH Dean's Office - Program Assistant positions is $25.00 per hour. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.

Work Schedule:

We offer short or long-term assignments up to 900 hours, which is about 6-months of full-time work. Employees can work either full or partial days and full or partial weeks.

Extra Help Positions:

Extra Help employees are appointed to fulfill casual or emergent needs within units. The amount of time for which services are needed is not usually predictable and payment for work performed is on an hourly basis and based on actual hours worked. Extra Help employees do not receive holiday pay or paid sick or vacation leave.

Extra Help employees are required by State Universities Civil Service System rules to take a 30-calendar-day break after working 900 hours. At the end of the 30 days, you may begin another 900-hour employment cycle in a new position if available.Working Extra Help will in no way affect any other employment opportunities with the University of Illinois, including your position on and Civil Service register.

Application Procedures:

Applications must be received by 6:00 pm (Central Time) on November 15, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. Application instructions can be found at the following link: https://humanresources.illinois.edu/assets/docs/How-to-Apply-Instructio…

Questions:

If you have additional questions regarding this Extra Help position, please contact Talisa Thompson at tethomp@illinois.edu. 

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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 accessibility@illinois.edu.

Requisition ID: 1027627
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu