Office Administrator - National Center for Supercomputing Applications

National Center for Supercomputing Applications

Job Summary
The Office Administrator for the Administrative Support Coordination Office (ASCO) will provide administrative support of Special Various Activities Team (SVAT) within the NCSA directorates and divisions.
Duties & Responsibilities

• Manage the calendar for new initiatives, including scheduling meetings, gatherings, visits, appearances and resolving conflicts.

• Maintain indexed paper and electronic filing systems for the initiatives that retain records of NCSA correspondence and activities in accordance with campus university policy and facilitates access to said information. Ensure that electronic documents are backed up appropriately and that access is appropriately controlled.

• Compose routine correspondence for PI’s on new initiatives, including but not limited to, letters of thanks, congratulations, acknowledgements and cover letters for the distribution of information to designated persons. In the initiative PI’s absence, sign letters on their behalf.

• On behalf of the initiatives, respond to telephone and electronic mail inquiries. Answer inquiries using independent judgment, requiring detailed knowledge and interpretation of the Center’s policies and procedures.

• Coordinate travel arrangements for the initiatives PI’s, initiative staff, and invited speakers, including airline ticket purchases, hotel reservations, registration for meetings, etc.

• Prepare materials, files and background information for meetings.

• Establish and maintain confidential records and files on specific projects for the initiatives.

• Create Travel Plans (pre-trip approval) for members of the initiative’s, prepare travel reimbursements and miscellaneous reimbursements and non-purchase order payments to vendors.

• Coordinate deadlines on assignments given by the initiative’s PI’s to appropriate NCSA staff in order to assure completion in an accurate and timely fashion.

• Organize agendas for national and international visitors when it involves the initiative PI’s participation.

• Attend regularly-scheduled meetings with the Initiatives PI’s to take minutes, review schedules, prioritize projects and discuss NCSA activities.

• Review monthly initiative budget statements for accuracy. Maintain a spreadsheet to incorporate daily expenditures for accurate totals.

• Other related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent.
• Any one of the following from the categories below:
  • Four (4) years (48 months) of work experience comparable to the third level of this series.
  • Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Appointment Information
This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 2/20/2023. 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 20, 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 Jana Lenz at janalenz@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: 1015068
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu