This job was posted by https://illinoisjoblink.illinois.gov : For more
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https://illinoisjoblink.illinois.gov/jobs/12680620 **Assistant to the
Chief of Staff
College of Liberal Arts & Sciences
University of Illinois at Urbana-Champaign**
The College of Liberal Arts & Sciences is searching for an Assistant to
the Chief of Staff to provide administrative support to the Dean,
Assistant to the Dean, and Chief of Staff in the College of Liberal Arts
& Sciences In addition, provide leadership and guidance to Dean\'s
Office administrative support and coordinate LAS Office of the Dean
projects, committees, and events.
Duties and Responsibilities
Chief of Staff Support
Manages andserves as the main contact for the Chief of Staff
(COS).Duties include:
Managing the calendar: scheduling/handling conflicts, managing all
meeting logistics and all materials required, ensuring that the COS
has information and materials necessary for all meetings, etc.
Managing incoming phone calls, mail and visitor traffic - identifies
urgent matters and handles accordingly, provides any background
information needed, obtains additional information when necessary,
handles sensitive and confidential matters, exercises discretion and
confidentiality.
Conduct research and data collection for the COS; analyze data as
needed. Provide project support to the COS as needed.
LAS Dean Support
Manages and serves as the main contact for the Dean\'s calendar.
Including management of scheduling/handling conflicts, managing all
meeting logistics
Coordinates travel arrangements including all planning logistics
such as payments and transactions associated with travel for the
Dean. Work with other members of the college as necessary to ensure
efficient processing of all logistics.
Serve as backup for the LAS Dean e-mail inbox to manage incoming
information for projects and answer e- mails/information processes
accordingly.
LAS Committee and Project Coordination
Works directly with the Secretary of the Faculty to assure
compliance with LAS Bylaws by scheduling mandated faculty meetings
and conducting elections to the LAS Executive Committee and LAS
Faculty Appeals Committee.
Supports various college Committees including the Nomination
Committee.
In collaboration with Assistant to the Dean provides confidential
support for UMAT, LAS Executive Committee and Dean\'s Cabinet as
needed.
Maintains the College archival records of unit Bylaws and
coordinates Faculty Senate elections with the Senate Office and the
units in LAS. Serves as a resource on matters of policy and
procedures.
Serves on LAS and Campus committees, as needed (CCFD, LAS staff
events, etc.).Performs related duties as assigned to further the
mission of the unit.
LAS Recurring Meetings and Events
Support the Assistant to the Dean with maintaining calendar of
recurring Office of the Dean meetings and events.
Assist with the coordination and execution of internal and external
LAS Office of the Dean events including, but not limited to, spring
and fall open house, new EO orientation, faculty receptions, faculty
meetings, Dean\'s Lecture, Dean\'s Office Townhall, and the Public
Engagement Showcase.
Ensure successful execution of events including attendee management,
catering oversight, and venue and technical setup with all
applicable vendors.
Effectively communicate with various stakeholders involved with the
events including faculty, staff, students, vendors, and external
participants.
Schedule College meetings and manage meeting logistics such as
surveys, agendas, forms, and email messages for Dean and Chief of
Staff.
Provide technical support including setting up Teams video
conferencing and coordinating with technology services for other
audio-visual needs.
LAS Office of the Dean Support
Mentors and trains office administrators for the Associate Deans.
Provides advice and counsel on operational processes. Provides back
up support as needed.
Backup support for facilities issues and reception as needed.
Required Qualifications
-
High school graduation or equivalent
-
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
Demonstrated effective communication and interpersonal skills in all di
