Administrative Aide, College of Education - Dean's Office

University of Illinois Urbana-Champaign•Urbana, IL

1d•Onsite

About The Position

This position serves as the primary administrative support for the Dean and the Assistant to the Dean in the College of Education, requiring broad knowledge of the College's academic programs, leadership, strategic priorities, committees, and academic policies. The incumbent coordinates executive calendars, meetings, travel, and special projects while ensuring the efficient operation of the Dean's Office and key administrative processes. Working closely with the College's leadership team, the position prepares meeting materials, manages confidential correspondence and documents, and supports high-level initiatives and discussions requiring discretion and sound judgment.

Requirements

High school graduation or equivalent
Five (5) years (60 months) of 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.
Exceptional customer service skills, including using professional judgment and diplomacy.
Excellent organizational skills are required.
Exceptional interpersonal skills, including the ability to interact effectively with academic faculty, students, support staff, and visitors.
Knowledge of general office practices and procedures and the ability to exercise judgement and maintain confidentiality.
Ability to thrive in a team environment and actively contribute to the team's success.
Excellent oral and written communications skills are needed in order to interact effectively with each segment of the population served by the departments.
Ability to think clearly, creatively, and to solve problems proactively.
Ability to manage competing priorities successfully.

Nice To Haves

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)

Responsibilities

Responsible for providing front-line service for the administrative teams within the Dean’s suite; Dean’s office, Finance, and Human Resource teams. Greet visitors, answer incoming phone calls; determine and execute a course of action, delegate tasks, take messages or redirect as necessary.
Draft routine correspondence and emails, some of a sensitive and confidential nature that represent knowledge of the activities of the Dean and/or the procedures of the college.
Facilitate purchasing for the Dean’s Office using T-Cards and/or P-Cards and travel and event reimbursements via Emburse Enterprise; serve as a proxy for the Dean.
Manage the administrative flow of work of committees and meetings supported by this position. Prepare draft agendas for Dean's review and approval, research and/or collect any materials needed for discussion, and attend and take minutes of all meetings to provide written documentation of agreements, actions, and activities. Independently follow up on action items to ensure completion, as requested by the Dean, Assistant to the Dean, or committee chairs. Provide information and assistance to committee members as needed. Track project status, schedule guests as needed to provide update reports to each committee. Copy, compile back-up materials and prepare documentation needed for meetings.
Responsible for the coordination and implementation of College Faculty and Staff Meetings, including agendas, Unit Updates, PowerPoints, and needed communications.
Responsible for the coordination and implementation of Faculty and Staff Awards Committee, including calls for nominations, and the coordination of nominations.
Responsible for the coordination and implementation of Administrative Council, including follow-up on action items.
Responsible for the coordination and implementation of Diversity, Equity & Multicultural Education (DEME) Committee.
Occasionally provide administrative support for other appointed committees.
Supervise student worker(s) including hiring, management, and evaluation. Counsel students on procedures involving discretion and judgement and provide guidance with student development.
Oversee the inventory and ordering of office supplies for the Dean’s Office suite.
Maintain the general Education Dean email account, interpreting inquiries, redirecting requests, and providing timely responses consistent with office and College policies and procedures.
Serve as a collaborative member of the Dean’s Office administrative team and perform additional appropriate duties that will further the mission of the College.
Coordinate all aspects of the Dean's schedule including prioritizing and managing the calendar, scheduling appointments, inviting and notifying participants, and requesting agenda items for meetings as needed.
Arrange and coordinate complex committee meetings and initiatives across units which include working cohesively and proficiently within the College and across campus, including The Offices of the Chancellor and Provost.
Arrange and process complex national and international travel arrangements for the Dean. Arrange trip details, secure travel approval, obtain required insurance for travel, schedule appointments, and create meeting agendas and itineraries. Process complex travel purchases and reimbursements using Tcard and/or Pcard as appropriate.