Administrative Aide - AITS (Hybrid)

Administrative Aide - AITS

Under administrative supervision, this position provides specialized assistance and high-level administrative support and functions as the primary assistant to the Associate Vice-President (AVP). This position is responsible for providing support to enable the efficient performance of the official duties of the AVP and the performance of a variety of essential planning and management services related to the general management of the organization and achievement of organizational goals. The position requires extensive knowledge of the activities of the Associate Vice-President, the organization, and the programs and colleagues with whom the AVP is involved and interacts. The duties require expertise in the performance of administrative responsibilities associated with supporting a senior administrator and in coordinating projects between AITS and other campus / system office constituencies. This position will also perform specialized duties devoted to business operation within the Administrative and Financial Management (AFM) team that will focus on (1) supporting AITS' core functions through efficient and effective administrative services, (2) developing and maintaining solid relationships, and (3) first point of contact for executive level support for AITS, calendaring and administrative operations, and leadership support.

Duties and Responsibilities

• Apply extensive knowledge of AITS operations and services to facilitate and handle a variety of interdepartmental and intradepartmental planning activities on behalf of the AVP and the leadership team, which requires establishing and maintaining effective working relationships with diverse, broad-based constituencies. Work closely with the AVP to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Prioritize conflicting needs, handle matters expeditiously proactively, and follow-through on projects to successful completion, often with deadline pressures. (10%)
• Perform heavy calendar management to coordinate the responsibilities of the AVP and provide backup to leadership team members. Keep informed about key events, site visits, elements of visits, and preparation needed prior to event. Plan, coordinate and ensure AVP schedule is followed and respected. Handle requests for the leadership team's time and attention, and make judgments about the importance and priority of each to ensure the satisfaction of those making the requests. Organize meeting logistics and activities that will support departmental priorities and objectives. Assist in the production of presentation materials, distribute meeting materials as required, and plan ahead, confirm, initiate and coordinate meeting details. (30%)
• Coordinate and facilitate broad-based intercampus activities by providing leadership to ensure that all aspects of large meetings and conferences related to IT services are organized and conducted to maximize collaborative efforts and results. Prepare meeting agendas and materials, finalize meeting summaries and / or minutes, schedule and organize meeting accommodations and needed technologies, and distribute action items. Organize and maintain document repositories. (15%)
• Serve as an integral communication intake point and coordinator for the AVP and first point of contact for AITS at the executive level. Provide exceptional telephone and email support with a high degree of tact and technical knowledge. Interpret and apply established administrative policies and procedures. Answer the AITS main line when needed. Reply to assigned messages received in the AFM inbox as needed. Manage and edit content for the AFM SharePoint site. (10%)
• Participate in the coordination of daily administrative operations and general business operations support. For example : process ChromeRiver vendor payments and miscellaneous employee reimbursements when needed, monitor time reporting through Self-Service application, maintain material resources / oversee office supply ordering, serve as a back-up to facilities related projects / submission of work orders, and ensure applicable administrative records are maintained departmentally. (10%)
• Provide strategic insight and direction for long-term work-force planning related to administrative operations and space utilization for all AITS locations, including both Urbana and Chicago campuses. Assist with the development of core principles and deliver recommendations to guide AITS leadership with implementing future working environments and employee relations. (5%)
• Oversee various required annual departmental trainings and documentation submissions as directed by the University of Illinois System. Examples include Ethics, Title IX / Sexual Misconduct, and RNUA submissions. Serve as the AITS liaison and act autonomously in monitoring of uncompleted submissions, reminders, and related deadlines. (5%) Serve as a department P-card and T-card holder with the responsibility of applying appropriate expenses in relation to executive leadership and support. Act as backup support for travel requests and expense reports submissions for AITS employees (T-card). (5%)
• Participate in the development and implementation of continuous improvement initiatives that improve AITS' ability to help its customers. Analyze and resolve administrative and procedural challenges; conduct research and analysis for ongoing and emerging intra- and inter-departmental initiatives; and provide expertise in special projects. Provide specialized assistance to manage and coordinate activities that sustain the proficiency of administrative operations. Investigate issues, consult with involved parties, and provide advice regarding course of action. Originate and prepare comprehensive reports and detailed analyses, special reports, and studies for administrative use. Provide leadership and support to other administrative personnel. Cross-train and provide coverage for administrative operations team, as needed. Work with AFM staff to maintain policy, standards, processes and procedures related to any of the programs in areas of responsibility. (5%)
• Perform related responsibilities as assigned appropriate for an Administrative Assistant position. (5%)

Minimum Qualifications

Per SUCSS Class Specification :

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 :

a. 60 semester hours or an Associate's degree equals one (1) year (12 months) b. 90 semester hours equals two (2) years (24 months) c. 120 semester hours or a Bachelor's degree equals three (3) years (36 months) d. Master's degree or higher equals four (4) years (48 months)

B. Progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Preferred Qualifications

1. Current University of Illinois employment in a position that requires the ability to exercise initiative, discretion and independent judgment. 2. Experience supporting senior administrators in information technology, preferably in an institution of higher education. 3. Understanding of information technology at the University of Illinois. 4. College course work in business, finance, accounting or a related field or a combination of education and experience equivalent to five years of progressively responsible administrative or customer service work experience.

Knowledge, Skills and Abilities

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible.

The budgeted salary range for the position is $60,00