Assistant to the Director
Prairie Research Institute
University of Illinois at Urbana-Champaign

The Prairie Research Institute (PRI) is seeking to hire an Assistant to the Director to serve as executive assistant to the Director of Illinois State Water Survey (ISWS) and the Illinois Sustainable Technology Center (ISTC), by carrying out all appropriate duties to ensure that the Director performs efficiently and effectively in the operations of the Surveys.

ISWS & ISTC are part of the Prairie Research Institute at the University of Illinois at Urbana-Champaign, which is centrally located between Chicago, St. Louis, and Indianapolis. ISWS research and service programs provide citizens, industries, and government agencies at all levels with timely, science-based information and analyses necessary to manage our water resources wisely for economic development and a sustainable environment. ISTC integrates applied research, technical assistance, and information services to advance efforts in the areas of pollution prevention; water and energy conservation; and materials recycling and beneficial reuse. Learn more at https://prairie.illinois.edu/

The Assistant to the Director

• deals with a diverse group of important external and internal contacts at all levels of the organization
• uses initiative and independent judgment to plan, prioritize, and organize a diversified workload
• splits their time between the two Survey offices in Champaign, Illinois.

Job Summary
The Assistant to the Director serves as executive assistant to the Director of Illinois State Water Survey (ISWS) and the Illinois Sustainable Technology Center (ISTC), by carrying out all appropriate duties to ensure that the Director performs efficiently and effectively in the operations of the Surveys. The Assistant to the Director deals with a diverse group of important external and internal contacts at all levels of the organization. The Assistant to the Director uses initiative and independent judgment to plan, prioritize, and organize a diversified workload. The Assistant to the Director splits their time between the two Survey offices in Champaign, Illinois.
Duties & Responsibilities

• Coordinating meetings and general support for the Director - Scheduling of external/internal meetings for the Survey Director, drafts agendas, coordinates logistics (i.e. schedule meeting room, food, parking, etc), and takes minutes as required. Schedules and leads Senior Management Team Meetings, Budget / Finance meetings, and HR update meetings for both Surveys. Schedules and arranges logistics for the advisory board meetings for both surveys (typically annual meetings). Makes all travel arrangements for the Survey Director and generates relevant travel authorization forms. Acts as proxy for Director in PRIDE (HR, Finance, Procurement System), Chrome River (expense reports), and procurements.

• Coordinating Survey Level Needs: - Main point of contact for Verizon Wireless Billing for SIM Cards for modems (ISWS) and any approved department level cell phone bills. Manage iPASS transponders for both ISTC and ISWS. Orders Survey level office supplies. Ordering phone lines / phones (if necessary) for new hires.

• Building Access Coordinator – Programming iCard Access changes and management of keys at ISWS and ISTC. Programming access in order to assure safe operations during long University Holidays. Coordinating assignment of offices and working space in the surveys.

• Coordinate interaction with PRI on facilities and vehicles – Works with appropriate groups in PRI to address facility issues, upgrades, and moves.

• Perform other duties as needed in order to further the mission and goals of ISTC, ISWS, and/or PRI.

Minimum Qualifications

• High school graduation or equivalent
• Any one or any combination totaling five (5) years (60 months) from the following categories:
  • 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)
  • 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. Experience in handling confidential information.2. Experience in supporting Director level or above.3. Experience in entering and reviewing HR, travel, and purchasing software (PRIDE, AVSL, or equivalent).4. Experience interacting with elected officials and their staff.5. Experience with university requirements regarding out of state, out of country and in state travel. 6. Extensive computer experience with a variety of related computer software applications in word processing, spreadsheets, database and presentation software, and be proficient in using the World Wide Web as a resource.7.Experience in organizing and hosting formal meetings (e.g. board meetings).
Valid driver’s license.

Knowledge, Skills and Abilities

• Knowledge of the Director's Office and the State Water Survey, the Prairie Research Center and University policy and procedures. Job entails a variety of administrative and business duties involving a diverse workload that is unpredictable. Must be able to prioritize and organize tasks while dealing with frequent interruptions. Must have the ability to communicate well with others and resolve problems as they arise. Work requires an extensive knowledge of the business environment and an excellent command of the English language. Must have knowledge of secretarial, office, organizational structure and administrative procedures and knowledge of use and operation of standard office equipment. Excellent communication skills, both verbal and written. Must possess attention to detail in composing, preparing and proofing materials, establishing priorities and meeting deadlines. Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy. Incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.

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 after 2/27/2023. Salary is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on February 14, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact Jon Freiman HR Business Partner jcf@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1015226
Job Category: Administrative
Apply at: https://jobs.illinois.edu