Administrative Assistant

Counseling Center

Job Summary

Duties & Responsibilities

• Assists with departmental accounts; conducts budget transfers within various accounts and is responsible for fiscal management of the department’s budget; maintains an itemized record of expenditures.
• Coordinates the Director’s and Associate Director’s schedule and provides direct support (i.e., prioritizes and manages schedule, appointments, meetings and related activities); invites and notifies participants (i.e., department heads, vice-chancellor)
• Provides policy and procedure information necessary for answering inquiries about, providing interpretations and recommending administrative strategies for achieving Counseling Center goals. Handles and maintains items of a highly sensitive and confidential nature while being sensitive to the importance and impact of the information.
• Supervises the work of 2 full time Office Support Associate, 2 full time Office Support Specialist, and 1 full time Office Manager. Approves and submits Counseling Center employee biweekly payroll and maintains personnel records for these employees
• Responsible for P-Card and T-Card transactions made by Counseling Center staff, while being the Department Card Manager including responsibility for travel reservations and arrangements for the Director and supervises travel arrangements and vouchers for the entire staff; ensuring fiscal responsibility and efficient use of staff resources.
• Works along with the HR Associate in coordinating activities related to searches for our academic professional staff including but not limited to job advertisements, arranging travel and interview schedules, assuring that Affirmative Action guidelines are met.
• Coordinates the printing, distribution, and sale of the Center's self-help brochures. Represents the Counseling Center at professional conferences exhibiting the brochures.
• Responsible for the preparation of confidential reports to various Deans, committees, and other agencies within the University and outside the University. 
• Attends and records minutes of regular departmental administrative meetings.
• Coordinates all arrangements for the annual Dennis H. May Diversity conference, including all site scheduling, logistics, and hospitality. Prepares the budget for the Conference and determines the registration fees to cover all conference expenditures.
• Responsible for placing equipment on maintenance contract and encouraging personnel to operate machines carefully and economically.
• Maintains records for and assists in preparation of Annual report, PCI Data report, ODEA, Diversity Initiatives report, Budgetary reports, Expense reports, Counseling Center Directors Survey, and other reports/surveys as needed.
• Other duties as assigned.

Additional Physical Demands

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:

  a. 60 semester hours or an Associate's degree equals one (1) year (12 months)

  b. 90 semester hours equals two (2) years (24 months)

  c. 120 semester hours or a Bachelor's degree equals three (3) years (36 months)

  d. Master's degree or higher equals four (4) years (48 months

  2. Progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

Organizational Relationships 

The Counseling Center has over 50 staff including clinicians, doctoral interns, professional staff, administrative staff as well as graduate assistants, undergraduate paraprofessionals, and practicum trainees. The Administrative Assistant is the evaluative supervisor to the staff in the Reception Office which currently includes 1 Office Support Assistant, 1 Office Support Associate, and 1 Office Manager (in approval process with SHR).  Other staff that report to the Administrative Assistant include 1 Office Support Specialist and 1 Office Manager that works in the Administrative Services Office. The Administrative Assistant reports jointly to the Assistant Director and the Director.

The Administrative Assistant will work a 7.5-hour day, which has a rotating start time with the other 3 reception office staff.

Difficulty 

Because of the importance of proper scheduling, the tasks described under "Duties and Responsibilities" must be carried out expeditiously, taking into account the policies applicable to each task. In addition, the Administrative Assistant must have a broad understanding of how the University functions and operates under those rules and regulations set forth by the University. Because this position requires dealing with students, academic professionals, faculty, and administrators, must be able to communicate
effectively with members of these groups. Must be discrete and exercise excellent judgment in discussions to prevent misunderstandings.

The purpose of this position is to assist the Director, Associate Director, and Assistant Directors to ensure the smooth running of the Department. Every member of the Department has contact with work done in this position, e.g., work done for the staff members, academic and staff regarding problems which might arise. This position requires someone with the ability to relate to others with diplomacy in situations involving students/clients, their families and friends, other professionals, academic deans, Vice-Chancellors, Chancellor and the President.

Appointment Information

This is a 100% full-time Civil Service 0171 - Administrative Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after close date. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on October 29, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Mary Barker, mdietz@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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.

Requisition ID: 1020572
Job Category: Administrative
Apply at: https://jobs.illinois.edu