Employer: University of Illinois - Chicago
Hiring Department: Population Health Nursing Science
Job Title: Program Assistant
Additional Information: https://uic.csod.com/ux/ats/careersite/1/home/requisition/9523?c=uic
Description:
Under administrative direction, this position performs professional-level duties devoted to the effective operations and project management functions for the department. The program assistant coordinates logistics and completes activities to meet department needs across operational, procurement, and office management functions, as well as strategic planning priorities. Demonstrated experience and strong knowledge of general office practices and procedures, administrative concepts and methods, and the ability to work independently and exercise judgment when analyzing and investigating a variety of questions or problems is required. This position requires regular and consistent on-site presence at the Chicago campus during regular business hours.
Duties & Responsibilities:
- Department Operations Management
- Provides support to the department director and department head, implementing solutions to issues and performing professional support tasks to ensure effective unit operations related to purchasing, contracting, office management, and employee support
- Coordinates logistics and completes tasks for annual department elections (recruitment, balloting, data management, correspondence), faculty and staff compliance (tracking, recordkeeping, communication), external affiliations (tracking, updating, troubleshooting), and employee onboarding and offboarding processes for all department-affiliated employees
- Manages department ticketing system and Help Desk email, responding to requests, managing information and records, and facilitating proactive solutions to issues
- Manages facilities and space management matters for the unit, initiating and managing time sensitive requests, coordinating personnel and equipment moves, and overseeing complex projects
- Assumes responsibility for department physical and digital recordkeeping of complex and confidential files and documents across unit activities; assists leadership in formulating and implementing policies for efficient and appropriate data management (current work product, personnel files, historic records, financial data, etc.)
- Plans and executes recurring and ad hoc events and meetings across multiple campuses involving internal and external stakeholders; responsible for locating and securing meeting space, facilitating all event requirements, managing attendee needs, and internal and external communication
- Purchasing
- Coordinates, completes, and reconciles purchases of goods and services for the department, including P- and T-card transactions, purchase orders, contracts, direct payments, honorariums, cash advances, direct payments, and reimbursements for all department-affiliated employees and projects
- Maintains accurate and timely financial records; assists with budget functions including reporting, budgeting, and expense tracking for multiple funds types (State, ICR, self-supporting, gift, etc.)
- Develops training materials and best practices for purchasing policies and standard operating procedures; respond to inquires and train faculty, staff, and students on best practices and policies
- Arranges business travel for department-affiliated employees (flights, accommodations, transportation, registrations, misc. expenses, etc.)
- Office Management
- Manages front office operations for department including supply and equipment inventory (tracking, ordering, distributing); mailing and shipping via intercampus mail, UPS, and postal service; creates and manages room reservations; plans and completes phonebook updates (PbUpdate, DeptUpdate, external affiliates, directory management); and troubleshoots office equipment and arranges maintenance (copy machine, printers, computers, AV equipment, telecom systems, and related devices)
- Provides assistance to faculty to meet operational goals, as needed (proctoring exams, document creation, unlocking rooms, basic research, etc.) • Perform other
Minimum Qualifications Required:
- Bachelor’s degree.
- Demonstrated experience in professional-level duties involving project management, coordinating logistics, and addressing departmental needs.
Preferred Qualifications:
- Two (2) or more years of experience in purchasing, project management, academic administration, and/or office management.
- Two (2) or more years of experience processing transactions in Banner, iBuy, and/or Chrome River.
- Excel proficiency (pull and input data to/from spreadsheets to track purchases, approvals, payments, and other fiscal/operations data; filter, sort, and perform calculations to record and report on expenses, expense trends, and projections)
- Word proficiency (create, edit, and correct multi-source communications, graphic-heavy flyers, forms, and reference documents)