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Business/Administrative Associate II (Executive Assistant to the Dean) - Engineering Administration

University of Illinois Chicago
United States, Illinois, Chicago
Jan 16, 2025
Business/Administrative Associate II (Executive Assistant to the Dean) - Engineering Administration Business/Administrative Associate II (Executive Assistant to the Dean) - Engineering Administration Hiring Department: Dean's Office/Admin Location: Chicago, IL USA Requisition ID: 1029188 FTE: 1 Work Schedule: Monday - Friday Shift: Days # of Positions: 1 Workplace Type: Hybrid Posting Close Date: January 27, 2025 Salary Range (commensurate with experience): $85,000.00 - 105,000.00 / Annual Salary 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 nearly 260,000 alumni, and is one of the largest employers in the city of Chicago. Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits. The Executive Assistant to the Dean of Engineering plays a vital and multifaceted role in supporting the Dean and managing the Office of the Dean in the College of Engineering at the University of Illinois Chicago (UIC). This position is integral to the efficient operation of the office and is responsible for managing the Dean's calendar, drafting and editing correspondence, processing expense reports, and providing comprehensive executive support. The Executive Assistant must be highly organized, proactive, and adept at managing multiple tasks simultaneously in a fast-paced, dynamic academic environment. This role requires exceptional communication skills, sound judgment, and the ability to prioritize and execute assignments independently, while maintaining confidentiality and a high level of performance. Duties & Responsibilities: Provide executive-level administrative support to the Dean, managing correspondence, drafting communications, and preparing reports and presentations that align with the Dean's priorities and the university's standards. Prepare and edit various documents, including letters of support and research correspondence, ensuring consistency with the Dean's voice and the institution's expectations. Maintain and coordinate the Dean's complex calendar, scheduling appointments and meetings with internal and external stakeholders, while proactively resolving scheduling conflicts. Assist with communication tasks such as maintaining distribution lists, drafting and sending email correspondence, preparing presentations, creating meeting agendas, and announcing organizational changes. Ensure the Dean is thoroughly briefed ahead of meetings with diverse individuals and groups, providing context and materials for informed decision-making. Organize and manage all aspects of travel arrangements, including itinerary planning, accommodation bookings, and transportation, while ensuring cost-effective and efficient travel plans. Process and track expense reports and reimbursements, ensuring adherence to university policies and timely submission. Plan and execute internal and external meetings, including selecting venues, organizing catering, preparing meeting agendas, and coordinating all related materials. Serve as a liaison to individuals reporting to the Dean, providing administrative support to Associate Deans and Directors as required. Offer strategic support and advice to the Dean on a wide range of sensitive and high-profile issues, helping to address complex problems with confidentiality and discretion. Analyze intricate and often confidential issues, identifying potential solutions, communicating them to the Dean, and implementing effective resolutions. Support the Dean in fostering relationships with senior leadership, vice chancellors, deans, faculty, researchers, university departments, governmental entities, and other stakeholders. Manage and prioritize a high volume of communications directed to the Office of the Dean, ensuring timely responses and appropriate follow-ups. Plan, coordinate, and execute conferences, events, tours, and special outings for the Dean, faculty, staff, students, donors, and external parties. Provide administrative support for the Dean's special initiatives and projects, contributing to the advancement of key university goals. Perform other duties as required, adapting to the evolving needs of the Office of the Dean. Minimum Qualifications Required: 1. Bachelor's degree in business administration, management, or a field related to the position. 2. Five years of professional business, financial, and/or managerial work experience. 3. A minimum of three years of experience as an executive assistant, with at least three of the five required years listed in the MAQs preferably gained in a higher education or research institution. (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.) Preferred Qualifications: High proficiency in Microsoft Office and other office productivity tools, with a strong willingness to learn new software and systems. Excellent business writing skills, with a focus on clear, concise communication and attention to detail. A keen interest in staying informed about industry trends, research developments, and university-related news. Exceptional organizational skills, with the ability to manage multiple tasks and deadlines with efficiency and attention to detail. Strong communication and interpersonal skills, with the ability to collaborate effectively at all levels of the organization. Ability to navigate ambiguity, adapt to change, and remain flexible in a fast-paced, high-pressure environment. Proactive, self-motivated, and capable of anticipating needs and taking swift action when required. Demonstrated problem-solving ability and a keen eye for detail in all tasks. To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment. 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 Looking for more University of Illinois positions? We invite you to search for positions at each of the University of Illinois locations, the University of Illinois System Office and the University of Illinois Foundation. The University of Illinois System Office supports the primary missions of teaching, research, public service, and economic development for all of the Universities and offers positions in all locations. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions. University of Illinois Urbana-Champaign University of Illinois Springfield University of Illinois System Office University of Illinois Foundation 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. To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/14028?c=uic Copyright 2024 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-258d4661be71b54a991dc542a347cc3d