Program Assistant-ACRC-Mechanical Science and Engineering

University of Illinois Urbana-Champaign•Urbana, IL

2d•Hybrid

About The Position

The Air Conditioning and Refrigeration Center (ACRC), founded in 1988 and the longest-running center in MechSE, is developing a new generation of energy-efficient and reliable equipment for using environmentally safe refrigerants. ACRC carries on the department’s historic leadership in air conditioning and refrigeration. The ACRC seeks applicants for a Program Assistant to coordinate and support ACRC programs and operations by managing stakeholder engagement, strategic communications, event planning, and financial and procurement activities for Center research, and travel for staff.

Requirements

Bachelor's degree in business, finance, communication, organizational leadership, marketing or related field
Demonstrated experience in event planning, grants support, procurement, and/or marketing.
Ability to organize, prioritize and manage a variety of activities under multiple deadlines.
Ability to communicate effectively and respond appropriately to customer needs.
Ability to work nonstandard hours when necessary for Center events.
Ability to work collaboratively with individuals from a variety of backgrounds and experiences.
Proven capability to maintain a high sense of professionalism while managing relationships with internal and external stakeholders and members.
Ability to produce clear, accurate, and professional written materials using appropriate grammar, spelling and punctuation.
Ability to take initiative and complete tasks with speed and accuracy.
Ability to work independently and exercise good judgement.
Knowledge of University and departmental business and finance policies, rules and regulations.

Nice To Haves

Two or more years' experience in event planning, grants support, procurement, and/or marketing.

Responsibilities

Serve as the principal point of contact for the center, representing the director(s) with campus, university, and external departments and on related committees.
Build and manage relationships among center directors, alumni, industry partners, and other stakeholders to advance the center’s strategic priorities.
Facilitate meetings and hospitality between center directors and alumni or industry partners.
Direct and oversee hospitality and logistics for development activities, including catering, room and hotel reservations, and special accommodations for alumni, industry partners, and other stakeholders.
Manage the center’s financial operations, monitoring appropriations, income, and expenditures and advising the director(s) on budget preparation. Coordinate the allocation of center staff, students, space, equipment, and funding across research projects.
Administer affiliate membership renewals and invoicing, track payments, and provide the director(s) with management reports and analyses on income, expenditures, and emerging financial issues.
Establish and maintain processes, aligned to the center’s calendar and the director(s)’ priorities, that ensure timely submission and dissemination of project proposals, updates, and meeting materials to faculty, students, and members.
Identify, prepare, and monitor confidential and other center related documents and advise the Director(s) on changes that might necessitate action.
Lead planning and coordination of technology transfer and outreach events.
Coordinate the recruitment, training, and temporary employees assigned to center operations as needed.
Provide Director with reports, analyses and data and special projects as requested.
Promote and foster positive interaction between advisory board and center director and maintain board roster.
Coordinate date and time of board meetings with center director, MechSE communications and facilities.
Develop and distribute board meeting agendas and read-ahead material.
Develop and direct content strategy for the website and social media, coordinating execution with MechSE communications.
Manage creation and distribution of center related printed materials, including annual and research reports and letters.
Supervise creation of event fliers and coordinate both content and distribution with MechSE communication.
Serve as the event POC, communicating with board members and Managing reservations for hotel rooms, meeting rooms and catering.
Manage logistics for ACRC-invited guest speakers including supporting hospitality, meetings with faculty/students, lodging, travel, and reimbursements.
Administer travel and supplies reimbursements in the Travel and Expense Management System (TEM) for the center’s faculty, staff, and students, ensuring compliance with university policy.
Assist ACRC faculty and students with printing, copying, mailing, shipping, and placing orders for office and research supplies. This includes iBUY and p-card purchases.
Manage procurement and vendor relationships for expenditures related to center activities, partnering with the department business office to ensure compliance with university procurement processes and policies.
Perform additional appropriate related duties to further the mission of the Center.