Administrative Aide - Electrical and Computer Engineering

Hiring Department: Electrical and Computer Engineering

Location: Chicago, IL USA

Requisition ID: 1022160

Posting Close Date: February 26, 2024

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

This is a full-time and benefits eligible position. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits

Description:

Employees at this level perform a variety of essential tasks related to the administration and supervision of departmental work functions and assist in carrying out the administrative functions of a unit or department. The duties performed require extensive knowledge of the organization, programs, policies, and procedures of the institution.
Duties & Responsibilities:

• Advises and provides administrative and executive support to the department Head, including coordinates Head’s calendar and schedules meeting; drafts multi-source communications/reports; completes the final copy of communications and documents; develops and distributes any other correspondences as directed;

• Maintains an overview of departmental responsibilities and deadlines, updates, and evaluates departmental policies and operational procedures;

• Manages and controls confidential documents including personnel, institutional, and historical documents; supports processing of faculty Promotion and Tenure applications for all ranks (Associate or Full Professor) and tracks (tenure, non-tenure, clinical, research or clinical discipline);

• Serves as a liaison between the department and other constituencies within the department and within the college; provides information, assistance, and advice to various constituencies and individuals;

• Supervises student workers, extra-help, and other employees including assigning work, overseeing the training of new staff, and processing appointment documentation;

• Assists with developing departmental accounts; conducts budget transfers within various accounts and is responsible for the fiscal management of the department’s budget; maintains an itemized record of expenditures;

• Assists in planning various aspects of special projects and essential programs, including events for faculty (searches; seminar speakers and visitors; retreats; meetings during the academic year), events for staff (retreats; meetings during the year), events for students (Open House; Ignite; seminar speakers and visitors and alumni; graduation ceremonies; commencements; student organizations), and program accreditations:
• This includes: responsible for planning, coordinating, and facilitating of logistics for events
• Coordinates purchases of services and supplies for events; contacts vendors, negotiates pricing, obtains quotes, and initiates the purchase order procedure
• Coordinates facility arrangements for events, including securing venue, coordinating the processing of rental agreements, and working with on-site venue staff to determine set-up
• Assists with troubleshooting and resolving issues and concerns during the event
• Act as a point of contact for external visitors and event attendees

• Perform other related duties and participate in special projects as assigned.

Minimum Qualifications Required:

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:

• 60 semester hours or an Associate's degree equals one (1) year (12 months)
• 90 semester hours equals two (2) years (24 months)
• 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
• 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

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required 180 days of employment.

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, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation