The University of Illinois at Chicago, Academic & Enrollment Services is seeking to fill the position of Business Administrative Associate (Assistant to the Vice Provost AES). This position will provide administrative and office management support to the Vice Provost and assist with the implementation and coordination of services and programs related to academic and enrollment services. The incumbent will act as liaison between the Vice Provost and reporting unit directors, coordinating projects delegated to direct reports, and participating in managing projects related to enrollment and administrative procedures.
Duties:
Administrative
* Manage the activities of the Vice Provost, including organizing calendar, scheduling meetings and events on and off campus, supporting committees, resolving appointment conflicts, providing research, and preparing documentation. Provide briefings and prepare presentations in preparation for meetings and appointments.
* Develop and recommend administrative policies and procedures for consistent and effective operation of the office; maintain and update procedures in VPAES work manual.
* Provide administrative support and general management of the office; manage resources and support staff. Manage purchasing, travel and employee reimbursements.
* Assist the special assistants to the vice provost and unit directors with administrative operations and enrollment related projects.
* Investigate problems relating to campus policies and implementation that require confidentiality, discretion, sensitivity and conflict resolution.
Enrollment Planning and Project Management
* Coordinate international student recruitment travel for the Vice Provost. Serve as campus contact to foreign consulates and embassies and to overseas recruitment tour operators. Research and obtain memberships in international education and exchange organizations, research requirements for entry and obtaining visas, arrange travel according to university travel regulations; coordinate payment to domestic and foreign vendors, collect and ship UIC marketing materials to domestic and foreign destinations and prepare travel reimbursements.
* Coordinate responsibilities of the Vice Provost for Academic and Enrollment Services with direct reports. Act as unit liaison to President, Chancellor and Provost Offices, and Student and Academic Affairs units. Respond to or direct inquiries and requests from the offices of the Board of Trustees and others regarding admissions, enrollment and retention and student issues.
* Oversee and conduct special projects related to enrollment; research and gather data, and prepare reports in support of campus level policies related to admissions and enrollment.
* Assist with the development and revision of print and on-line admissions and enrollment marketing materials. Consult constituents including students, faculty, administrators and staff to ensure that the UIC mission, message and brand are reflected in publications.
* Disseminate enrollment policy decisions to senior unit directors and relevant campus constituents, and review practices to ensure compliance with University and campus policies.
* Assist with the planning and execution of on and off campus enrollment and yield events; including space reservation, catering, invitations, agenda, guest speakers, and day-of logistics.
* Coordinate and participate in campus wide committees chaired by the Vice Provost. Represent the Vice Provost and the unit in ongoing and ad hoc campus committees as needed.
Financial Administration
* Maintain financial reports for all unit funds and appropriations; reconcile financial variances using appropriate university systems.
· Responsible for department I-Buy (purchasing system) contact and processing.
Perform other related duties and participate in special projects as assigned.
MINIMUM ACCEPTABLE QUALIFICATIONS
1. Bachelor's degree in business administration, management or a field related to the position.
1. Two years of professional level accounting, managerial and/or business experience, one year of which was at an administrative level.
1. Demonstrated experience in a large-scale event planning (i.e. conferences, programs and/or vendor/student fairs), including budget and expenditure management.
PREFERRED QUALIFICATIONS:
1. Knowledge of management principle, practices, methods, and techniques.
1. Supervisory and administrative abilities.
1. Decision making ability.
1. Ability to work effectively with the staff and public.
2. Experience in university financial reporting systems such as Banner.
3. Skilled in Microsoft Office: Word, Excel, Outlook, and PowerPoint.
4. Strong written and verbal communication skills; analytical, problem solving and project management skills.
5. Ability to maintain confidentiality and discretion.
To Apply: For fullest consideration, please complete an online application though the UIC Job Board https://jobs.uic.edu/job-board
If a degree or college coursework is required you must provide transcripts.
For fullest consideration, the above-mentioned requirements must be submitted no later than Tuesday, February 11, 2014.
We appreciate your interest in employment at the University of Illinois at Chicago.
The University of Illinois is an Affirmative Action/Equal Opportunity Employer.