Senior Administrative Assistant, Operations

Position Summary

This position coordinates a wide range of support activities of a highly responsible and confidential nature of the Cabinet Member and division staff with a focus in the Human Resources Department.

IMSA is committed to an equitable, diverse and inclusive teaching and learning environment. Through a model of Equity and Excellence, IMSA has committed to advancing equity in STEM education and representation and creating a diverse, inclusive community of global citizens who can realize their full potential, and execute our mission to advance the human condition.

This Equity and Excellence work is the intentional integration of Cultural Competence, Diversity, Equity, Equity-Minded Frame, Excellence and Inclusion into every facet of the Academy, with the understanding that it is an active and ongoing process involving structures, processes and people and not an isolated initiative.

Hours/Shift/Work Schedule This position is a full-time non-exempt position. Hours worked 800am - 430pm, with a half hour lunch, Monday through Friday with occasional evening and weekend hours.

Essential Duties And Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Plan, schedule, make arrangements, prepare, and distribute agenda and materials for meetings and Academy-wide events
• Organize, maintain, file, and retrieve program documents, records, and reports in paper and electronic versions
• Assist in the recruitment process, including job postings, interview scheduling, and new hire onboarding
• Draft general communications and handle written correspondence for distribution that includes newsletters, memos, charts, tables, graphs, etc.
• Prepare special reports; gather, summarize, and analyze data from a variety of different sources within and outside the department, including IMSA Board of Trustee Personnel Report.
• Coordinate all administrative support and organizational work which includes arranging meetings, conferences, and travel; receiving and screening telephone calls, letters, and/or visitors; routing or answering correspondence not requiring supervisor’s attention
• Assist in the formulation and management of the department budgets, business planning, and related planning functions.
• Process all procurement, travel vouchers, check requests, work orders, inventory and other business forms.
• Maintain confidential HR department records and files
• Complete department specific tasks/projects of an administrative nature, including bi-monthly HR newsletter
• Foster employee appreciation by managing the recognition programs (ie TIP and Titan of the Month) and supporting employee appreciation Vibe Hive team initiatives.
• Operate standard office equipment such as telephone, computer, and calculator on a frequent basis
• Other duties as assigned
  
  
  

Minimum Qualifications

• Associate’s Degree
• 6-9 years’ experience supporting senior level management or equivalent combination of education and work
• Strong knowledge of Microsoft Office Suite and Google Suite
• Exceptional organizational, problem-solving, and project management skills
• Excellent communication, collaboration, and interpersonal skills
• Strong emotional intelligence that demonstrates solid judgment and emotional resiliency
• Demonstrated ability to work inclusively with individuals from diverse ethnicity, thought, and background
• Strong commitment to providing outstanding customer service
• Demonstrate a willingness to serve as an active and contributing member of the Academy
• Establish and maintain positive professional working relationships with all IMSA constituents
• Ability to multi-task in a fast-paced changing environment
  
  
  

Preferred Qualifications

• Bachelor’s Degree
• 3 to 5 years Human Resource or related experience
• Experience in a school environment or with educational programs
• Experience in a State agency
  
  
  

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

Work is performed in an office setting with minimal exposure to health or safety hazards. Substantial time is spent working on a computer. This role generally requires mobility, written and verbal communication, hearing and visual capabilities. However, reasonable accommodations, including assistive technology, may be made to enable qualified individuals with disabilities to perform such requirements.

COMPENSATION

This is a full-time, non-exempt, employment-at-will position. The salary range for this position falls between $54,430.53 - $64,035.92, depending on education and previous years of experience. IMSA offers a comprehensive state benefits package (major medical, dental, and vision) with rates found here and a retirement plan through the State University Retirement System (SURS).

The Illinois Mathematics and Science Academy provides equal employment opportunities to all applicants and employees without regard to race, color, religion, gender, gender identity or expression, sexual orientation, age, national origin, ancestry, citizenship status, pregnancy, disability, genetic information, marital status, political affiliation, amnesty, arrest record, military status, unfavorable discharge from the military or status as a covered veteran in accordance with applicable federal, state and local laws.