Extra Help - Administrative Assistant - College of Medicine Office of the Dean
This Position is temporary, non-benefits eligible, and is limited to 900 hours.
Hiring Department: College of Medicine Office of the Dean
Location: Chicago, IL USA
Requisition ID: 1026195
Work Schedule:
Hours per Week: 37.5
Shift:
# of Positions: 1
Workplace Type: Hybrid
Posting Close Date: 7/16/2024
About the University of Illinois Chicago
UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has over 300,000 alumni, and is one of the largest employers in the city of Chicago.
Description:
Position Summary
Reporting to the Chief Advancement Officer (CAO) in the College of Medicine (COM), the Extra Help Administrative Assistant (AA) must be a positive, articulate self-starter who will provide high-level, complex, and confidential administrative and clerical support duties to the COM major gift and alumni engagement directors. The AA must be able to work independently, comfortably multi-task on a wide variety of projects, possess a keen eye for detail, be able to collaborate with colleagues, and follow through on tasks and projects with minimal supervision. This position will be responsible for knowing and understanding University, University of Illinois Foundation (UIF), and College of Medicine policies and procedures.
Duties & Responsibilities
-
Provides administrative support to facilitate College of Medicine Advancement activities and a variety of related office functions, including: scheduling meetings; drafting and finalizing meeting minutes; project management; handling messages of professional staff to ensure they are retrieved, sent, and/or distributed in a timely manner; initiating communications to provide/obtain information to facilitate unit activities; and performing other clerical and office support functions.
- Assists with the gift process by working with frontline fundraisers and the Advancement Services team in tracking solicitations, gift agreements, completing gift transmittal forms for gifts received, forwarding gifts and completed forms for gift processing, and ensuring revenue is associated with asks in TED.
- Helps schedule and manage meeting logistics for Advancement meetings as needed. Coordinates and prepares presentations, handouts, catering, rsvp and audio-visual support. Responsible for taking minutes, when appropriate.
- Coordinates travel arrangements and reimbursements for Advancement officers, including transportation, hotel accommodations, and preparation of itineraries, which requires knowledge about travel policies and procedures to ensure compliance with established University and departmental travel guidelines/regulations.
- Prepares highly confidential briefings and reports.
- Reviews, assesses, routes, answers, and monitors follow-up action steps on correspondence related to major gift, alumni engagement, and College activities. Gathers and analyzes information required for administrative reporting.
- Uses and stays current on multiple technical applications including word processing, CRM database, spreadsheets, graphics and presentation software, electronic calendar, email and other technical/scientific applications.
- Utilizes the constituent tracking database (TED) to look up and ensure accuracy of donor and alumni information, request research, pull canned reports, update prospect plans, etc.
- Assists Major Gift Officers with entering prospect activity and contact reports in the alumni and donor database.
- Learns, understands and actively follows University, College, OVCA, UIF and departmental policies and procedures.
- Answers and routes phone calls, mail and email messages and may handle wide-range information dissemination.
- Other duties and special projects as assigned by CAO and/or at the request of gift and alumni engagement officers, as appropriate for an AA classification.
-
Perform other related duties and participate in special projects as assigned.
Qualifications:
Minimum Qualifications
- High school graduation or equivalent
- Any one or any combination totaling five (5) years (60 months) from the following categories:
- 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)
- progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles
- As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.
Preferred Qualifications
- Thorough knowledge of general office operations and procedures to effectively contribute toward the success of operations and services administered by the department and ensure the accuracy of information provided to offices/persons seeking assistance from this office.
- Competency with Microsoft programs, database concepts, and good document management practices.
- Ability to exercise courtesy, tact, and diplomacy when receiving calls and answering questions from persons both inside and outside the University. Must have a comprehensive knowledge of the functions and responsibilities of the CAO and CAO’s direct reports within the College of Medicine Advancement Office in order to assist and respond to inquiries from College staff, donors, and alumni.
- Ability to compose tactful and clear correspondence and memoranda without specific instructions and review.
- Comfort and willingness to be proactive, notice when something needs to be done, and take calculated risks to achieve maximum effectiveness.
- Comfort in managing and guiding the CAO appropriately.
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.
The university provides accommodations to applicants and employees. Request an Accommodation