Administrative Aide
Recreation, Sport, and Tourism

College of Applied Health Sciences
University of Illinois at Urbana-Champaign

 

The Department of Recreation, Sport, and Tourism (RST) with the College of Applied Health Sciences (AHS) seeks a full-time (12-month) Administrative Aide.  This position serves as the assistant to the Department Head of Recreation, Sport, and Tourism (RST) and coordinates the department's day-to-day administrative and business matters. It also supervises the RST support staff.

 

Major Duties and Responsibilities

 

Manages the complex workflow for the Department. Simultaneously handles many tasks with critical deadlines. Includes setting priorities to ensure efficient coordination of activities, screen inquiries and appointment requests on behalf of the Department Head.

 

Work directly with the Department Head to establish the RST undergraduate and graduate course schedules for the academic year. Responsible for RST course scheduling/course creation using BANNER in collaboration with the Department to the Facilities Management and Planning Office. Collaborates with all AHS departments to establish classroom course allocations/timetable in College controlled spaces. Oversees submission of the Official Timetable for the Department to the Facilities Management and Planning Office.

 

Process transactions in a variety of areas including but not limited to: reconciliation, travel, purchasing, payables, deposits, inventory, ensuring accountability as well as adherence to U of I Business and Financial Policies and Procedures.

 

Possess working knowledge of MI UI Financials to assist with tracking or review of expenditures related to the department budget. Compiles statistical data and reports in compliance with University administrative offices as required. Submit Department's annual information to the Division of Management Information (DMI).

 

Act as departmental point of contact with the College of Applied Health Sciences Human Resources Office (AHS HR). Provides information related to transaction processing to AHS HR. Provides information to the Department Head regarding personnel matters. Maintains RST personnel files. Maintains accurate and confidential records of the Department Head’s interactions with Faculty on matters of recruitment, appointment, promotion and tenure, leaves, sabbaticals, retirements, and annual evaluation of Faculty.

 

Provides authoritative information representing the Department Head's position on matters to faculty, staff, students, and the public, based on overall functions of the office and superior's views. Composes, prepares, and signs various documents, correspondence, and forms based on overall knowledge of departmental activities, pertinent situations, and policies. This entails interpretation and understanding of both Departmental and University policies.

Responsible for supervising office staff and assuming responsibility for their training and work allocations. Conducts monthly staff meetings. Reviews employee's work performance, approve leave requests, etc.

Acts as the department contact for faculty/staff searches, including planning all travel, lodging, meetings, presentations, and itineraries with faculty, candidates, and AHS offices involved in searches. Assists with onboarding new Faculty and coordinates with MarCom to update the KCH website with new faculty/staff biographies and pictures.

 

Responsible for processing Promotion and Tenure materials for the Department. This includes but is not limited to following Department, College, and University deadlines and guidelines.

 

Coordinates special projects, events, committee meetings, and other activities. Serves as the Campus Charitable Fund Drive coordinator for the Department. Acts as building facilities liaison to the AHS Facilities and other duties as assigned and appropriate.

 

Other duties as assigned include, but are not limited to, point of contact for all annual training and departmental contact for campus offices as well as outside organizations, including public, government, and other external sources.

 

Qualifications

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

Required Knowledge, Skills, and Abilities

Ability to work independently and exercise judgement.

Ability to learn multiple university software applications, prioritize work requests, and work with significant interruption.

Ability to work effectively with others, understand administrative/business/UIUC procedures and maintain confidentiality.

Strong written communication skills.

Professional office demeanor, strong interpersonal skills, and the ability to embrace change and challenges.

 

Working Conditions

The majority of work will be within an office work environment, however visits to other campus locations can be expected.

Salary and Appointment Information

This position is a full-time Civil Service Administrative Aide position appointed on a twelve (12) month service basis.  The expected start date is as soon as possible after the closing date.  The salary range for this position is $48,000 to $60,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements.

 

Work authorization sponsorship is not available for this position.

 

Hybrid/remote work are not available for this position.

 

Application Procedures and Deadline Information

Applications must be received by September 17, 2024. Apply for this position using the “Apply Now” button in the job posting at http://jobs.illinois.edu. Applications not submitted through http://jobs.illinois.edu will not be considered. For further information about this specific position, please contact AHS HR at ahs-hr@illinois.edu.

 

For questions regarding the application process, please contact 217-333-2137.

The University of Illinois conducts criminal background checks on all job candidates upon accepting a contingent offer. Convictions are not a bar to employment.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior 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, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.