The University of Illinois seeks a Business Administrative Associate. The Business Administrative Associate provides high-level administrative and managerial support to the Office of the Vice President for Health Affairs (OVPHA), using initiative, independent judgment and discretion concerning priorities with a high degree of specialization. OVPHA is an executive-level office that administers a high volume of work, which requires working under pressure on a daily basis to meet stringent deadlines. This position will perform a wide variety of functions in support of operations and services administered by the OVPHA, which requires knowledge about overall OVPHA activities, applicable University and departmental policies, and established office procedures. Additional responsibilities include:
1. Provide administrative support to facilitate OVPHA activities and a variety of related office functions, including assisting OVPHA administrative officials/professional staff, drafting agendas, tracking action items, taking meeting notes, and drafting correspondence. (20%)
2. Provide assistance as needed to support OVPHA operations and services to ensure daily operational needs are met including: scheduling meetings; drafting and finalizing meeting minutes; project management; handling messages of administrative officials/professional staff to ensure they are retrieved, sent, and/or distributed in a timely manner; planning/coordinating departmental mailings and overnight deliveries via U.S. and campus mail; coordinating photocopying needs of administrative officials/professional staff; initiating communications to provide/obtain information to facilitate OVPHA activities; and performing other clerical and office support functions. (20%)
3. Coordinate logistical requirements for OVPHA activities including: reserving space; handling equipment and supply needs (e.g., audio-visual aids, computers, phone lines, documents/reports for distribution, and writing materials); handling catering needs; and providing support in other areas as needed. (15%)
4. Maintain electronic and paper filing systems for OVPHA correspondence/documents, which may contain confidential information (UA and campus budget information, pending litigation, information related to University contracts), and perform related activities, including: scanning all paper documents into electronic filing system; ensuring active and inactive file listings are accurate and updated in a timely manner; and retrieving correspondence/documents as requested. (5%)
5. Coordinate travel arrangements for OVPHA administrative officials/professional staff, including transportation, hotel accommodations, and preparation of itineraries, which requires knowledge about travel policies and procedures to ensure compliance with established University and departmental travel guidelines/regulations. (10%)
6. Responsible for the accurate and timely data entry of P-card and Travel Card transactions, and for monitoring related Banner activities to ensure receipts reconcile with account charges. (10%)
7. Maintain office/supply inventory, and process on-line orders from Central Stores and iBuy as needed to ensure the availability of adequate quantities for daily operational use. (5%)
8. Assess and process inquiries from persons seeking assistance from OVPHA to effectively address their needs and/or ensure they are appropriately directed to another person/office for response, which requires the ability to make decisions that apply knowledge and understanding about University organization, overall OVPHA activities, and applicable policies/procedures. (5%)
9. Maintain spreadsheets of travel expenses including responsibility to track receipt of payments/ reimbursements, and to initiate follow-up action accordingly. (5%)
10. Perform other assigned duties appropriate for a Business Administrative Associate classification. (5%)
Education Required:
1. Bachelor's degree in business administration, management, or a field related to the position duties.
Minimum Experience Required:
-Two years of professional level accounting, managerial and/or business experience, one year of which was at an administrative level
Preferred Qualifications:
1. Ability to exercise courtesy, tact, and diplomacy when receiving calls and answering questions from persons both inside and outside the University. Must have a comprehensive knowledge of the functions and responsibilities of Associate Vice Presidents, Directors, and Assistant Directors within OVPHA, in order to assist and respond to inquiries from University officers, faculty, and business leaders.
2. Ability to compose tactful and intelligent correspondence and memoranda without specific instructions and review.
3. Thorough understanding of the organizational structure of the entire University.
4. Thorough knowledge of general office operations and procedures to effectively contribute toward the success of operations and services administered by the department and ensure the accuracy of information provided to offices/persons seeking assistance from this office.
This is a full-time Civil Service position. For full consideration, candidates must apply and submit a letter of application and resume by May 30, 2014 at https://jobs.uic.edu/job-board
Employee Relations and Human Resources
809 S. Marshfield Ave
MC 078
Chicago, IL 60612
(312) 996-5130
The University of Illinois is an affirmative action/equal opportunity employer dedicated to building a community of excellence, equity and diversity. University Administration welcomes applications from women, underrepresented minorities, individuals with disabilities, protected veterans, sexual minority groups and other candidates who will lead and contribute to the diversification and enrichment of ideas and perspectives.