Office Administrator - School of Molecular and Cellular Biology

University of Illinois Urbana-Champaign, IL•Urbana, IL

62d•$51,000 - $56,000

About The Position

The School of Molecular & Cellular Biology within the College of Liberal Arts and Sciences at the University of Illinois at Urbana-Champaign invites applications for an Office Administrator. In theâ¯Schoolâ¯ofâ¯MCB, we seek answers to fundamental questions about how organisms work and the many implications for life. Through a rich cultureâ¯ofâ¯collaboration, we drive new discoveries in human health and empower students with the critical and analytical skills needed for successful careers. We educate students at the bachelor's, master's, and doctoral levels, and our alumni can be found throughout the world as leading healthcare providers, researchers in industry and academia, educators, and more. Meet the MCB community atâ¯mcb.illinois.edu Job Summary This position is responsible for providing senior-level support to the Director of the School of Molecular and Cellular Biology and the Associate Director for Business and Administration. Duties include performing a wide variety of administrative tasks that require substantial tact, judgment, and initiative, as well as the ability to operate computer systems, databases, and software. Works with little direct supervision.

Requirements

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.
Exceptional judgment and the ability to handle sensitive matters with tact and diplomacy.
This individual must have the complete confidence of the Director.
Must be self-motivated with a high degree of initiative, independent judgment, and be able to establish priorities.
In-depth knowledge of the University community, policies, procedures, and systems.
Excellent communication skills are essential for preparing correspondence and reports, as well as for consultation with administrators, faculty, staff, and students, as well as vendors, contractors, and funding agency staff.
Ability to organize priorities.

Responsibilities

Coordinates the Director's schedule by prioritizing and managing calendars, appointments, meetings, and related activities; invites and notifies participants; and serves as a resource person for staff of external units. Arranges and schedules conferences, meetings, seminars, teleconferences, and other departmental/interdepartmental events.
Makes, coordinates, and processes reimbursements for complex travel arrangements for the Director and his/her designees. Travel preparations include coordinating with staff from domestic and international locations, facilitating wire transfers when necessary, working closely with local and remote travel agents, and utilizing University Car Pool services.
Manages and controls confidential documents, including personnel, institutional, and historical documents. Specifically, generates summaries of faculty salary and publication impact and prepares reports. Provides minutes of School Executive Committee meetings.
Prepares and initiates correspondence for the Director based on a comprehensive understanding of his/her activities, relevant situations, and policies. Uses independent judgment to craft correspondence that accurately reflects the Director's position.
Oversees departmental responsibilities, deadlines, updates, and reviews policies and procedures. Responsible for maintaining the school's comprehensive file and record systems, including confidential materials.
Completes the final copy of communications and documents (reviews for appropriate spelling, punctuation, syntax, formats, and modifies as needed); drafts communications and develops and distributes as directed.
Responsible for the School's faculty promotion and tenure processes, and Third-Year Reviews. Uses judgment in determining compliance with campus guidelines. Confirms compliance with the College of Liberal Arts and Sciences guidelines. Has detailed knowledge and understanding of the promotion and tenure process and Provost's Communications.
Assists the Associate Director of Business and Administration with general oversight of the School's business functions. Coordinates staff meetings, helps develop business policies and procedures, and assists with the composition and dissemination of communications and documents related to school business functions.
Serves as liaison between the Director and the department heads within the School of Molecular and Cellular Biology and the College of Liberal Arts and Sciences, and the University of Illinois executives, deans, department heads, faculty, and staff. Hosts and screens visitors for the Director.
Contributes to planning various aspects of special projects and key programs, including coordinating complex schedules for meetings and events.
Assists the Associate Director with preparing business and administrative reports. Includes collection of data from various sources, compiling data, dissemination of reports, and report retention.
Assists with business and financial transactions for school administrative offices, including expense report submissions and approvals, purchase requisitions, vouchers, award payments, and honorariums.