Assistant to Chief Marketing Officer/Senior Operations Specialist -- Gies College of Business - 1031411-6689

University of Illinois • Urbana, IL • 2h ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12886568 **Assistant to Chief Marketing Officer/Senior Operations Specialist -- Gies College of Business

Office of Marketing & Communications**

Gies College of Business at the University of Illinois is seeking applicants for the Assistant to the CMO position to join our team of nearly 30 plus marketing and communications professionals. If hired, you will work closely with marketing managers, writers, designers and others on the MarCom team that serves the entire college.

The MarCom team plays a pivotal role in promoting the College\'s work to shape purposeful leaders through life-changing access to education, research, and innovation. Creativity, strategy, and collaboration are keys to our team\'s success as we grow the reputation and brand of Gies Business, a Top 5 public business school. As Assistant to the CMO, you\'ll be a critical support to those who lead the marketing and communications efforts of the College units to implement and manage strategies and projects.

Job Summary

Serve as administrative assistant in support of the Chief Marketing Officer and assist and advise in the planning and administration of the daily activities of the Office of Marketing and Communications in Gies College of Business. The position is responsible for assisting with purchasing and human resource activities within the unit.

Duties & Responsibilities

Administrative Assistant Maintains an accurate and detailed calendar

for the CMO - manage and log incoming scheduling requests, reschedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts in a timely manner; organize internal and external meetings for the CMO, including notifying attendees, reserving conference rooms, handling logistics, etc; collaborate with other assistants to successfully coordinate schedules across teams; assists other members of the MarCom leadership team to set meetings; manages correspondence, and electronic documentation as needed; plans and manages departmental meetings - including staff meetings, staff retreats, departmental guests, and all professional development team meetings; assists events team with college events as requested; manages overall office activity including parking reservations, maintenance of office equipment, mail, furniture, facilities, purchasing office supplies, space reporting and keys; and submits work orders as requested; responsible for managing confidential data and communications of importance; assists with onboarding; works in project management systems to help coordinate work;

maintains departmental policies and procedures; performs any other relevant duties as assigned.

Purchasing support Serves as primary contact to Gies Business

Partners collaborating on procurement, inventory, and expense reimbursements needed for the office by initiating transactions and providing necessary information and documentation in accordance with University and College policies and procedures. Responsible for facilitating the flow of purchasing information from across the Office of Marketing and Communications to the Gies Financial Partners office using team project management and communications channels and processes. Provides reports on spending and updates on status of specific payments. Responsible for ensuring purchasing work is completed in a timely manner so as not to delay any of the team\'s projects, most of which are deadline-driven.

Human Resources

Serves as liaison and point-of-contact between MarCom and Gies HR Partners;

Acts as a liaison and collaborates with Gies HR Partner regarding MarCom employment requests;

Provides administrative support to management and staff with hiring of student and professional staff, including internal recruitment of search committees;

Submits hiring requests to the Gies HR Shared Partners for all student, academic hourly, extra help, and retiree/rehire employment.

Communicates unit policies and procedures regarding employment to new employees as directed by supervisor; Submits unit organizational chart updates to HR Partner as directed by supervisor;

Provides resignation information to HR Partners;

Maintains all unit-level confidential files related to human resource activity within the unit, including job applicants;

Assists with timesheet approval for academic hourlies and student workers;

Coordinates scheduling of interviews and ensures communication flows properly between hiring manager and search chair;

Facilitates new employee unit onboarding, including scheduling meetings with MarCom team members and others throughout the college;

Coordinates unit off-boarding of employees;

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