This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12256111 Department

Harris School Faculty and Academic Affairs

About the Department

Why policy? For a better world. Why Harris Public Policy? Because when it comes to better policymaking, evidence matters. We work at the frontiers of data collection and analysis, using the latest technology and social science methods to design policies that work for society. We conduct rigorous inquiry in an environment of innovation and risk taking. We collaborate across the private, public, and nonprofit sectors, adopting new methodologies to drive better solutions. We engage with our city, our world, and our leaders every day to evaluate and test our ideas. And we lead with our passion for driving social change, knowing that passion alone does not equal impact. This is Harris Public Policy: Social impact, down to a science.

Job Summary

The Faculty and Academic Support Specialist performs complex and diverse duties in support of the day-to-day operations of the Academic Appointments department within Business Operations with a strong focus on administrative support to Harris faculty members, academic appointees, and lecturers to allow them to focus more on their research and teaching. The Faculty and Academic Support Specialist also provides support to leadership by supporting lecturer appointment processes.

Responsibilities

• Provide administrative support to faculty, academic appointees, and lecturers.
• Processes and screens incoming and outgoing communication and correspondence.
• Creates, edits, tracks and maintains electronic and written documentation, relevant data and statistics.
• Oversees project workflow to ensure materials are produced with accuracy and on time.
• Manages expense reimbursements in the GEMS system.
• Schedules appointments and meetings.
• Duplicates class materials.
• Ordering books, supplies and other materials for courses.
• Organizes internal conferences and workshops.
• Schedules travel arrangements for invited speakers for conferences and workshops.
• Assists with reserving meeting rooms.
• Prepares University reimbursement forms.
• Assists with job talk coordination and scheduling.
• Coordinates food orders and facilities set-up for job talks and meetings.
• Work with Senior Director of Academic Appointments and Faculty Affairs on academic appointment.
• Assists with communication and onboarding of part-time lecturers.
• Partners with Senior Director on onboarding of lecturers and visitors.
• Handles administrative tasks associated with courses taught by lecturers.
• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Maintains the leader\'s calendar.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader\'s office.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader\'s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

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Work Experience:

M nimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor\'s degree.

Experience:

• Experience in an administrative or similar role.
• Adept at managing multiple projects simultaneously.
• Strong interpersonal, customer service and problem-solving skills.
• Advanced MS Outlook and efficient MS Word, Excel, and PowerPoint and database skills.

Technical Skills or Knowledge:

• Ability to handle sensitive and confidential situations/information with absolute discretion.
• Excellent verbal and written communication skills.

Preferred Competencies

Strong customer service orientation, the ability to work effectively with a wide variety of constituents, and the ability to work independently without close supervision.

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