Program Assistant (Assistant to the Head) - College of Engineering

Hiring Department: Mechanical & Industrial Engr

Location: Chicago, IL USA

Requisition ID: 1024197

Posting Close Date: April 5, 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. Hybrid and flexible work schedules are available. 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:

The Assistant to the Head under the direction of the department head, performs professional level duties related to administrative functions in the Department of Mechanical and Industrial Engineering. Provides support and works closely with the department head on essential departmental tasks, such as faculty searches and Promotion and Tenure (P&T). Serves as a liaison between department head, faculty, staff, students, visitors and external units.
Duties & Responsibilities:

• Provide administrative support to department head, inform of impending engagements, and prepare necessary materials

• Maintain an encompassing, organized overview of significant departmental responsibilities and deadlines, and notify affected parties as appropriate

• Manage all aspects of departmental faculty searches, including preparing candidate files and managing candidate visits

• In collaboration with the College of Engineering ensure that all faculty related human resources transactions are processed, including new hires, leaves, overloads, summer appointments and separations

• Manage various departmental and faculty documents, including faculty teaching and research review, and P&T

• Plan and implement all aspects of departmental events, including special meetings, programs, and workshops; manage the guaranteed paid internship program placements

• Process payroll for all hourly departmental employees, including civil service and student hourly positions; collect and maintain employee leave reports

• Process faculty, staff and visitor visa applications, and coordinate with the Office of International Services

• Use P-Card and T-Card as needed and process department head expenditures and reimbursements in the ChromeRiver system

• Serve as a liaison between department head, faculty, staff, students, visitors and external units, and act as representative for department as requested

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

Minimum Qualifications Required:

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, and employment eligibility review through E-Verify.

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