Administrative Aide - Department of Physics

Administrative Aide Department of Physics The Grainger College of Engineering University of Illinois Urbana-Champaign The Department of Physics in The Grainger College of Engineering seeks applicants for an Administrative Aide position. The Administrative Aide provides highly specialized and confidential support to the Department Head's office. The incumbent carries out departmental support duties in alignment with guidelines set by the Department Head and serves as a resource for faculty and staff, as well as a point of contact for the Grainger College of Engineering and campus administration.

Duties and Responsibilities:

Department Head Support

• Management of the Department Head's calendar, including updating, scheduling appointments and notifying of changes and deadlines.
• Prepares and disseminates confidential communications and documents on behalf of the Department Head, including academic promotion dossiers, award nominations, presentations, letters, emails; may include confidential and sensitive information including annual faculty salary letters and retention packages.
• Facilitates the faculty annual review processes in conjunction with the Department Head by gathering supporting materials and information from faculty and other sources as necessary.
• Supervises the maintenance of the Department Head's electronic, paper, archival and faculty historical lists and files; creating, updating, and eliminating redundancy as necessary while appropriately maintaining confidentiality.
• Review incoming documents for the Department Head and determine when the Department Head needs to review and when they can sign the document on behalf of the Department Head.
• Oversees, reviews and distributes materials for the Department Head's meetings with faculty, Associate Heads, departmental committees, and College administration.
• Manages travel arrangements for the Department Head, including coordinating trips, scheduling appointments, finalizing itineraries and meeting agendas and preparing travel instructions/directions.
• Act on behalf of the Department Head by providing and interpreting information relative to policies, procedures, and current departmental activities. Provide authoritative information representing the Department Head on various matters. Serve as the Department Head's confidential assistant and resource person, handling items that are urgent and confidential.
• Independently gather, prepare and provide the Department Head with information on which to base decisions concerning the Department of Physics. Faculty Affairs/Support
• Provide Administrative support for faculty affairs for the department. Follows campus, college, and departmental policy for each.
• Coordinate the annual promotion and tenure process for tenure system faculty and specialized faculty.

Including:

o off-cycle promotion & tenure cases o new hire promotion & tenure cases o faculty tenure rollback cases o 3rd Year Review process

• Assemble requests for Leave of Absences, Modified Teaching Duties, for review by departmental leadership and submission.
• Prepare and assemble documents for faculty retention cases.
• Prepare materials for sabbatical leaves, and non-university faculty activity forms.
• Work with Department HR for processing Emeritus/A requests.
• Support the Named Appointments Committee with faculty nominations for named appointments.
• Oversee the department committee elections including preparing materials for committee and faculty senate elections and assignments.
• Works with departmental HR as it relates to 0% faculty appointments, and administrative appointments.
• Manages confidential personnel documents at all times. Faculty Recruitment Support
• Completes tenure packet and requests Letters for Reference (LORs) for dual career appointments as required.
• Acts as main administrative support for faculty searches. Arranges dates, schedule, transportation, meals, and accommodations for candidates during on-campus interviews.
• Completes all reimbursements related to recruiting. Department Support
• Supervise, oversee duties, train, provide direction or delegate tasks to office support staff, including assignment of work, leave management, performance management, etc.
• Edits correspondences and documents prepared by departmental leadership, faculty and staff; may be merged with mailing lists and mass-distributed to key constituents.
• Oversees the office supplies and inventory, anticipates office needs in order to make appropriate purchases; may include working with outside vendors.
• Pcard and Tcard holder, processes transactions through Emburse Enterprise, and follows up with transactions accordingly.
• Oversee and maintain the department administrative calendar and ensure that projects thereon are completed in a timely and efficient manner.
• Provide backup for coordination of Physics Colloquium.
• Perform other administrative duties as assigned.

Minimum Qualifications:

1. 1. High school graduation or equivalent 2. 2. Any one or any combination totaling five (5) years (60 months) from the following categories: A. 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) B.

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 (typically at the Office Support Specialist level and above)

Preferred Qualifications:

• Experience with Emburse (Pcard/Tcard), Campus Administrative Manual, and Provost Communications

Knowledge, Skills and Abilities:

• Knowledge of principles, practices, methods, and techniques of office administration.
• Knowledge of spelling, grammar, punctuation, sentence and paragraph structure and formatting.
• Excellent interpersonal skills. Possess cultural awareness, sensitivity and tact.
• Ability to utilize various software packages including, but not limited to, Interfolio RPT, university applications.
• Ability to work independently and exercise judgment to be able to analyze and investigate a variety of questions or problems.
• Ability to organize and supervise the work of others.
• Ability to maintain strict confidentiality in performing the duties associated with this position.