Research Program Assistant - Carl R. Woese Institute for Genomic Biology

Carl R. Woese Institute for Genomic Biology

Job Summary

Coordinates the programmatic activities of one or more grants which are administered through the Carl R. Woese Institute for Genomic Biology (IGB). Provides administrative support to one or more theme leaders, theme faculty, staff, and students and serve as a resource for those in the physical space where the position resides. Provides administrative programmatic support related to the sponsored research grants from the National Science Foundation or National Institutes of Health or Chan Zuckerberg Biohub.

Duties & Responsibilities

• Coordinate/provide/perform supportive programmatic functions; coordinate or advise on work to facilitate daily operations, including managing schedules of theme leader and program leaders, arranging relevant meetings and serving as an administrative resource for theme personnel. Formulate and develop standard operating procedures and materials for the theme and program activities; review/recommend changes in internal operating procedures.
• Assist and advise the theme leader, program leaders, principal investigators, and other officials in matters about facilitation and accomplishment of the work of the organization through providing, obtaining, and/or coordinating services and integrating them with the general organization.
• Arrange, coordinate and facilitate travel, logistics, and activities for specific programs (such as conferences, workshops, and symposia). Assist with the development of workshops, lectures, and conferences for all programs housed within the research theme. Independently lead event planning and execution including facility reservations, food ordering, event scheduling, invitation and RSVP handling, publication printing, setup, and cleanup for a variety of events.
• Coordinate the administration and/or operation of assigned programs. Handle business correspondence for the theme leader, theme members, and programs housed within the theme. Coordinate and plan recurring meetings, including assisting with the theme review.
• Perform other related duties as assigned.

Additional Physical Demands

Work Environment: The employee works in a semi-private office which is frequently visited by faculty distributing work and instructions for each job, graduate and undergraduate students requiring help or information, fellow non-academic employees from various floors who also need help or information, and occasionally the general public needing assistance. Complicated, stressful situations, which require the exercise of tact, poise, expertise, and good judgment, are frequently encountered.

Specialty Factors

Bachelor's degree in general studies, business administration, marketing, communications, or a closely related field. One (1) year of work experience of providing administrative, project, and/or program support in a complex business, academic, research or government environment.

Preferred Qualifications

One (1) year (12 months) of experience in a higher education setting.
Knowledge of Microsoft Teams.
Experience with Chrome River.
Familiarity with the University of Illinois campus.

Knowledge, Skills and Abilities

• Knowledge of University policies and procedures regarding budgets and expenditures. Knowledge of Microsoft Word, letter generation, report formulation, and e-mail communication (both on-campus and off-campus). Knowledge of Microsoft Excel to prepare reimbursement forms, budgeting documents, and the like. Ability to act with initiative and make independent decisions with a minimum of direct supervision. Strong communication and interpersonal skills. Skills, including sentence structure, grammar, spelling, and punctuation required to enable the employee to perform corrections of those items in letters, manuscripts, etc., for faculty and students for whom English is a second language. Ability to craft clear, concise, and accurate email correspondence when given miscellaneous details. Ability to positively communicate with and obtain cooperation from personnel in other offices. Ability to successfully work both as part of a team and also independently. Knowledge of when to ask questions or request additional details. Ability to develop and maintain strong working relationships with colleagues. Ability to plan work with changing priorities and work under pressure. Ability to act with discretion when handling sensitive or confidential information. Ability to exercise good judgment in fulfilling job obligations.

Appointment Information

This is a 100% full-time Civil Service 5001 - Program Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after after close date. 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.

We are unable to sponsor an employment VISA or take over sponsorship for an employment VISA for this position now and in the future. Candidates must be authorized to work in the United States with no VISA sponsorship.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on Friday, August 25, 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. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact IGB HR office at hr@igb.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: 1018905
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu