Administrative Assistant - Office of the Dean of Libraries

Main Library Admin

University of Illinois Urbana-Champaign

Job Summary

Duties and Responsibilities

Assisting the Dean

• Serve as the primary resource to the Dean.
• Authority to manage situations that are urgent and confidential.
• Keeps abreast of all issues within the portfolio of the Dean of University Libraries and University Librarian. Provide necessary historical background for timely response to issues and problems, oversee follow-up, and serve as a primary resource regarding guidelines, format, and interpretation of policy for standard business practice having to do with University Library matters.
• Special Projects and Committee Support: Provide support for special committees appointed by the University Librarian. Assist the University Librarian with responsibilities on various campus and System committees, as well as national organizations.
• Provide the Dean with input regarding office and departmental activities and serve as the primary contact for others needing to work with the Dean.
• Manage the day-to-day workflow of the Dean (managing the Dean’s calendar, managing travel arrangements, processing all P-Card and T-Card transactions, monitoring incoming mail, facilitating coordination with advancement professionals, keeping the Dean apprised of daily messages and events).
• Manage communications and outreach made to the Dean’s Office, including the research and development of appropriate responses for a wide range of constituents on matters of significance. Identify and evaluate pertinent communications issues, and using discretion and judgement develop and execute strategies for addressing them
• Work closely with the associate university librarians, assistant deans and directors to set priorities for the presence of Dean’s Office members at internally and externally focused events and meetings.
• Acts as the liaison between Executive Committee, Library HR, and Committee Members to schedule the Dean for all Search Committee kick­off meetings.
• Coordinate the 5-year Review meetings and provide the Dean with current copy of the 5-year review full report.

Support for Faculty Affairs

• Special Projects and Committee Support: Working closely with the Dean and AUL for Academic Affairs to serve as a primary resource in supporting administrative processes and procedures relating to faculty affairs.  This includes the promotion and tenure process, sabbaticals, conflicts of interests, service in excess, academic integrity, annual reviews, rollbacks, and third-year reviews. 
• Works with members of Promotion and Tenure Advisory Committee and the associate dean for Academic Affairs, to prepare PTAC packets for the Provost’s office.
• Support the process of University Library executive committee in selecting internal and external reviewers, in contacting selected reviewers, and managing the confidential review letters.
• Coordinate the Unit Annual Review process on behalf of University Library Dean. Includes working with the Office of the Provost to ensure compliance with campus policy.   
• Attend administrative meetings with the Dean and the academic staff. Participate in decision-making groups and implementation of policy and oversee follow-up as appropriate. Draw on information or suggest items for the agenda based on judgment and prepare agenda in consultation with the Dean.
• Organize the annual appointment process for department executive officers, assist with five-year reviews for EOs and Directors of Programs and collaborate with University Library HR in coordinating the Dean’s searches for new executive officers.
• Support the appointment of faculty members to named honorific titles (e.g., chairs, professors, and scholars) by providing University Library HR with offer/acceptance letters for processing.

Dean’s Office Support

• Supervise two full­time positions: Office Manager and Office Support Associate and who are responsible for managing the work of Library Administration by ensuring the needs of several associate and assistant deans are met. Delegate additional administrative support work to Manager and Support Associate as appropriate.
• Coordinate multiple activities for University Library, including but not limited to the scheduling of activities for the annual academic planning calendar, and the organization of Dean’s office events (e.g., the annual reception of new faculty and those promoted in the previous year).
• Contribute to agenda planning, meeting scheduling and take formal minutes for the Executive Committee, Administrative Council, Faculty meetings, and others as needed. These committees deal with highly confidential and sensitive material on a regular basis.
• Ensure HR and the Search Committee have been provided with the latest approved job descriptions to assist with Faculty and Academic Professional searches.
• Maintain all committee memberships on web pages and determine what information is included.
• Other duties as assigned that further the mission of the Dean’s Office. 

Minimum Qualifications

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 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

Preferred Qualifications

A minimum of three years of professional experience in a management-level position with responsibility for administrative projects and processes.

Knowledge, Skills and Abilities

• The position involves a wide variety of duties and responsibilities which are essential to relieve the demand on the Dean’s time and to provide for smooth and effective operation of the office. A great amount of decision making and planning, along with the ability to exercise sound judgment, is constantly required and are critically important to successful performance in this position. Must be flexible in assignment of tasks and have the ability to handle frequent interruptions with a minimal amount of stress. Demonstrated effective communication and interpersonal skills in all digital and in-person settings.
• This position requires a knowledge of the policies and procedures of the campus and University system, as well as the established precedents and traditions.
• The position requires a knowledge and understanding of the people who staff both campus and university offices. Working with these people effectively and efficiently requires campus-wide contacts and an ability to convey decisions as well as to cooperate with a wide variety of people such as Deans, Directors, Unit Executive Officers of academic and administrative units, academic and non-academic staff members, students, and the general public.
• The position requires an understanding of human relations in order to communicate harmoniously with a wide variety of people who, on a daily basis, visit and/or contact the office.
• The position requires the ability to understand and help resolve complex problems as they arise and also requires a working knowledge of the organization of campus services.
• Excellent interpersonal skills and professional acumen.
• Ability to communicate effectively and professionally, build rapport and establish effective working relationships with students, faculty, staff, and parents
• Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
• Ability to remain calm and productive in a busy work environment with frequent interruptions.
• Ability to take initiative, prioritize tasks, and exercise good judgment.
• Excellent attention to detail.
• Excellent time management skills.
• Ability to use discretion and maintain confidentiality in all business matters.
• Ability to handle sensitive matters with tact and diplomacy.
• Knowledge of the academic community and its organizational structure.
• Demonstrated ability to anticipate needs and establish priorities.
• Demonstrated ability to provide guidance and direction to others as needed, encouraging teamwork and collaboration for an optimal work environment.

Appointment Information

This is a 100% full-time Civil Service Exempt Administrative Assistant position, appointed on a permanent basis. The expected start date is as soon as possible after the close of the search.  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 November 6, 2023.  Please create your candidate profile, upload a cover letter, resume, academic credentials (unofficial transcripts or copy of diploma may be acceptable) for all degrees attained, names and email addresses of three professional references by the close date. 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.  For further information about this specific position, please contact Kim Hutcherson at khutcher@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: 1021040
Job Category: Administrative
Apply at: https://jobs.illinois.edu