Administrative Aide - ILC - 1032233-6689

University of Illinois • Urbana, IL • 6d ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12918152 **Administrative Aide

Illinois Leadership Center

Job Summary**

Provides support for the Senior Director of the Illinois Leadership Center (ILC) and assists with a variety of administrative functions that are essential for effective operations within the department. A Student Affairs/Academic Affairs partnership, the ILC reports to the Office of the Associate Vice Chancellor for Student Affairs and the Office of the Provost.

Duties & Responsibilities

Procurement and Financial Management

Implement finance and budget transactions of the Center. Assist in

budget preparation.

Perform procurement for the department utilizing TEM, P-Card, IBuy,

JVs, requisitions, and purchase orders, ensuring compliance with federal, state, and University guidelines related to fiscal transactions.

Oversee monthly fiscal reconciliation process. Investigate and

analyze discrepancies and variances, and execute corrective actions as needed for self-supporting, State, and gift accounts.

Collaborate with finance teams to ensure compliance with budgetary

guidelines.

Implement best practices and advise others on financial management

and reporting issues.

Compile and disseminate monthly budget reports; and provide regular

account balances, documentation, and financial information.

Serve as ChromeRiver delegate for professional staff.

Administrative Operations

Provide administrative assistance to executives and teams.

Maintain overall knowledge of organizational activities of

importance to the Director and the Center.

Schedule and coordinate meetings, conferences, and travel

arrangements.

Observe RIMS standards for maintenance and organization of filing

systems for important documents.

Inform director of best practices for administrative, financial, and

human resource procedures and policies.

Oversee risk management and contract compliance activities.

Monitor and assist with compliance of campus and systems level

required annual trainings.

Maintain and monitor key inventory for the department.

Serve as primary liaison to Facilities and Services and the

building\'s management.

Communication and Support for Director

Draft, review, and edit business correspondence, reports, and

documentation. Revise for content, clarity, spelling, punctuation, syntax, and form.

Maintain clear and open lines of communication with internal and

external stakeholders.

Serve as primary point of contact for any visitors to the unit.

Initiate maintenance requests and consult with workers.

Provide meeting agendas and take minutes for bi-weekly staff

meetings.

Research, obtain, verify, or clarify information, policies, and

procedures for the unit, Student Affairs, and University.

Maintain confidential information.

Assist in planning events, programs, and special projects.

Serve as liaison with contracted vendors.

Business Operations

Monitor and streamline business processes for efficiency.

Assist in the development and implementation of operational policies

and procedures.

Coordinate interdepartmental communication and collaboration.

Maintain accurate database of Center donors, collaborate with UI Foundation for proper record keeping.

Identify trends and areas for improvement in business processes.

Prepare reports and presentations for management review.

Serve as a member of the Leadership Center\'s professional team.

Assists with meeting the operational needs of the department by

performing other related duties, as requested.

Personnel Management

Oversees and executes hiring and onboarding processes for thedepartment.

Oversees and executes payroll for the department.

Serve as department liaison for l-9s and background checks.

Advise director on current best practice in university hiring

processes.

Collect and monitor student employee timesheet submissions and FWS

hours, performing labor redistributions when required.

Maintain departmental records in accordance with the university\'s

protocols.

Initiate one-time payments and payroll adjustments.

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 general or specialized office experience whic

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