Office Administrator - Carl R Woese Institute for Genomic Biology
University of Illinois

Job Info

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Office Administrator - Carl R Woese Institute for Genomic Biology

Carl R. Woese Institute for Genomic Biology

The Carl R. Woese Institute for Genomic Biology (IGB) is seeking an Office Administrator. This position will require Event Planning, with an onsite requirement for events and the occasional requirement for working outside of normal business hours. This position also provides administrative support to 3 select areas. Task and time management are a must, along with the ability to prioritize various workloads. Excellent verbal and written communication; and attention to detail are required.

Job Summary
Provide administrative support to the Director of External Relations and Strategic Partnerships (ERSP), Personalized Nutrition Initiative (PNI), and Investigative Technology Exchange (ITE) using experience, knowledge, initiative, and independent professional judgment. Position also includes high-level special event planning for the IGB Administration and has occasional event support requirements outside of normal business hours. Position requires a Flex-Hybrid schedule.

Duties & Responsibilities

• Lead high-level special events for the IGB administration. This includes:
  ◦ Identifying appropriate space and verifying its availability.
  ◦ Collaborate with caterers regarding menu decisions and work with the Communications Office regarding advertising decisions.
  ◦ Ensure proper payment methods are established and approved before the event.
  ◦ Make travel and lodging reservations for IGB staff traveling to offsite events, and visitors traveling to IGB.
  ◦ Events include, but are not limited to, receptions, symposia, conferences, theme reviews, short courses, seminars, and meetings.
  ◦Act as liaison in coordinating logistics (preparing agendas, coordinating travel, catering/meals) of external visits (including international dignitaries) by working with campus administrators, principals, peer universities and outside organizations.
• Provide primary, high-level administrative support to the Director of External Relations and Strategic Partnerships (ERSP), Personalized Nutrition Initiative (PNI), and Investigative Technology Exchange (ITE).
  ◦ Responsible for day-to-day workflow with complex calendar management, exercising independent judgment and initiative in determining priorities and deadlines, and organizing and providing appropriate meeting correspondence.
  ◦ Serve as liaison between campus units and constituents to provide detailed information, as well as resolve challenging conflicts.
  ◦ Ensure policies and procedures are followed with confidential HR, institutional and historical research documents.
  ◦ Review, finalize and send correspondence for administrators including support/cover letters, governing/informational documents, etc. ensuring proper spelling, grammar, formatting, and modifications.
• Complete special projects and other duties as directed by the Administrative Assistant, including:
  ◦ Event and visit planning and logistics. ◦ Creation, analysis, implementation, and tracking of office information systems and processes.
  ◦ Assistance with committees/groups.
  ◦ Organizing shared filing process.
  ◦ Provide backup to the Administrative Assistant, as needed.
  ◦ Other duties as assigned.
• Responsible for administrative supervision of lower-level staff.
  ◦ Make recommendations to the Administrative Assistant regarding personnel actions, including hiring and staff development, and follow up with implementation.
  ◦ Prepare and conduct annual performance evaluations.
  ◦ Participate in disciplinary actions when required for staff supervision, working closely with IGB administration and Staff Human Resources.
• Reviews and monitors fiscal transactions for assigned accounts. Prepares reports and budget projections, as required.

Additional Physical Demands
Physical Requirements: The work involves sitting and standing for prolonged periods.

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 public needing assistance. Complicated and stressful situations are often encountered.

Minimum Qualifications

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

Knowledge, Skills and Abilities

• Excellent communication skills and telephone etiquette.
• Computer skills, with knowledge of Microsoft Word and Excel, as well as Outlook, Teams, Chrome River, and iBuy.
• Maturity, sound judgment, initiative, writing skills, well-developed organizational skills, and the ability to deal with complex and diverse issues and personalities.
• Independent decision-making.
• Ability to work respectfully and effectively with staff, IGB administrators, campus administrators, and staff, as well as external constituents.
• Tact, discretion, and careful regard for confidentiality are essential.

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 the close date. The previously determined salary range for this position is $50,000 to $60,000 per year. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.

Sponsorship for work authorization is not available for this position.

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 (Central Time) on Friday, October 4, 2024. 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, 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: 1026744
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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