Join the new UIC Alumni Association! The Office of the Vice Chancellor for Advancement at UIC is seeking an Administrative Assistant to support the growth of the new UIC Alumni Association.
Reporting to the Executive Director and supporting the Alumni Association team, the Administrative Assistant must be an energetic, positive, articulate self-starter who will provide high level administrative support with a high level of confidentiality. Must be able to work independently, comfortably multi-task on a wide variety of projects, possess a keen eye for detail, be able to collaborate with colleagues and follow through with minimal supervision. The UIC Alumni Association (UIC AA) is a function of the Office of the Vice Chancellor for Advancement.
Key Responsibilities / Duties:
Serves as the first point of contact for the UIC AA by answering the main phone line, greeting guests and responding to general inquiries.
Provides administrative support to the Executive Director and other UIC AA staff as assigned by the Executive Director. Support may include but is not limited to: composing and editing correspondence, preparation of information and reports, preparation of presentations, research, and special projects.
Organizes, coordinates and maintains the Executive Director’s calendar, managing the Executive Director’s time for maximum productivity and efficiency. Assesses the need for schedule revisions based on emerging urgent issues and advices the Executive Director accordingly.
Arranges meetings and handles all related logistics. Schedules and confirms participants, reserves rooms, arranges for necessary audio/visual equipment, materials, and information, advising others of arrangements and schedules as appropriate. Prepares and distributes agendas, records and distributes meeting minutes and other correspondence, materials and related follow-up activities as needed.
Assist with administrative event preparations such as merging and printing name badges, table tents, etc. Provide occasional onsite support for alumni events.
Acquire a thorough understanding of the alumni/donor database (TED) and regularly use the system for entry, alumni profiles, reporting and informational purposes. Performs routine analyses in the processing of data for recurring internal reports. Acts as a resource for various inquiries from other departments.
Responsible for submission of accounting items for the department (expense reports, credit card statements, check requests).
Serves as an office manager, including, but not limited to: oversite of the mail system, copy machine, kitchen management and ensures a overall office operations.
May manage and/or coordinate the work assignments of student workers, other administrative staff, assistants, and staff when working on projects.
Other duties as assigned
Minimum Acceptable Qualifications Required:
1. High school graduation or equivalent
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 professional, managerial and supervisory experience that included experience in areas such as supervising staff or job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles
Bachelor’s Degree and demonstrated experience working in Alumni Relations
TO APPLY, PLEASE GO DIRECTLY TO THE UIC JOB BOARD https://jobs.uic.edu/job-board/job-details?jobID=92023&job=administrative-assistant-uic-alumni-association-office-of-the-vice-chancellor-for-advancement FOR FULLEST CONSIDERATION PLEASE APPLY BY Wednesday, June 20, 2018
The University of Illinois at Chicago is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply.
The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer. Background checks will be performed in compliance with the Fair Credit Reporting Act
About University of Illinois at Chicago
UIC is progressive and ground-breaking. We serve the needs of aspiring students and a devoted top-tier faculty who share a commitment to the promise of public education. Public service is at the core of the ethical values that inform what we do. An acclaimed research institution, UIC is made up of 15 top-ranking colleges and a health sciences system that includes a hospital, clinics and seven health sciences colleges. The student body is recognized as one of the most ethnically rich and culturally diverse among public universities nationwide. It reflects the vibrant and economically robust city we call home, which is as much a part of UIC as UIC is a part of Chicago.
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