Administrative Assistant II – Education & Health Sciences

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information, please see:
https://illinoisjoblink.illinois.gov/jobs/12208665

The Administrative Assistant II position is responsible for
administrative support for the Dean of the College of Education and
Health Sciences (EHS). Serves as the contact person between university
divisions and external agencies and the Dean. Collaborates with College
leadership (Associate/Assistant Deans and Chairpersons) to advance the
Colleges strategic goals and operations. Serves as an administrative
resource for EHS faculty and staff. The nature of this position is
highly confidential. Reports to the Associate Dean for Administration
and Finance within the College of Education and Health Sciences. The
position is an on campus role and not remote.

CHARACTERISTIC DUTES AND RESPONSIBILITIES

Executive Support

Provides comprehensive administrative assistance to the Dean and College
leadership, including correspondence with faculty, staff, university
departments, and outside partners. Follow up on contacts made by the
dean and support ongoing relationships.

Schedules and coordinates Deans appointments and/or travel arrangements,
and coordinates and oversees daily office management and activities.
Develop and document office processes and procedures to improve
efficiency and effectiveness.

Organizes and facilitates meetings and events; schedules and coordinates
dates and times, venues, attendance, agendas, and facilities; takes
minutes, and provides administrative support at meetings and follow-up
on assigned action items from meetings.

Gathers, enters, and/or updates data to maintain departmental records
and databases; maintains files and records for the office. Prepare
reports as necessary utilizing advanced features of word processing,
spreadsheets and database software.

Provides support for issues that may be escalated from other support
positions in the college.

Operational Administrative Support

Provide in person office and reception support receiving and greeting
visitors and maintaining welcoming front office environment. Serves an
information gateway for general inquiries, including assistance with
answering/transferring phone line and general email.

Performs general office management tasks including ordering and
organizing office supplies; logistical coordination for office
initiatives and events, assisting with building facility and technology
requests; maintaining copiers and other office equipment, providing
phone and forward-facing office coverage; serving as a point person for
administrative and operational needs.

Sends correspondence from the Office of the Dean on behalf of the Dean
and/or College leadership.

Compiles documents for executive-level meetings and presentations at the
request of College leadership.

Coordinates office space logistics for faculty and staff including
procurement of appropriate materials, as needed and handling facilities
requests.

Assist with fiscal operations including liaison with vendors, processing
of invoices, purchase orders, requisitions, reimbursements, check
requests, purchasing and travel card allocation and processing, and
account reconciliation.

Submit academic course offerings preparation data, course arrangement
content, and affiliate and full-time overload faculty/staff contract
requests.

Facilitates student course evaluation process and generates reports.

Facilitates graduation clearance process at the College level.

Prepares and sends Deans List.

Sends donor thank you letters on behalf of the Dean.

Compiles College Committee structure.

Maintains access to academic and meeting rooms.

In order to meet the needs of the University, the University retains the
right to assign duties and requirements to employees, as well as
determine and change starting times, quitting times and shifts.