Administrative Skills, Calendar Management, Customer Support/Service, Disbursements, Distribution Operations, EMT-Paramedics, Energy & Utilities, Establish Priorities, Executive Assistant Skills , Inventory Management, Inventory Reports, Leadership, Mail Processing, Meeting Minutes, Operations Management, Plan Meetings, Policy Development, Procedure Development, Process Management, Record Keeping, Records Management, Telephone Skills
Duties & Responsibilities
- Administrative Leadership & Operations Management
- Lead / co-lead EMT support classes, which are developmental trainings offered for office support classifications at F&S.
- Directs and coordinates administrative support functions for F&S and Utilities & Energy Services with full accountability for results.
- Establishes and maintains policies and procedures for F&S, and Utilities & Energy Services.
- Manage leave request process of those supervised by the Director of UES and AVC while reconciliating calendars as needed.
- Advise EMT on administrative support functions, policies and procedures.
- Represent Utilities & Energy Services / EMT at various meetings
- Executive Support & Scheduling Coordination
- Establishes, manages, and revises calendars for Director of Utilities & Energy Services, and other members of F&S' Executive Management Team (EMT), ensuring leadership is informed of upcoming commitments and priorities. Meeting coordination includes critical campus stakeholders, including the Chancellor's Office, the Provost's Office, the University of Illinois System Office, leading up to presentations at the Board of Trustees.
- Coordinates meetings, travel, and overall scheduling organization.
- Attends meetings, records notes, and ensures follow-up and effective information sharing.
- Serves as a liaison and resource to internal and external stakeholders.
- Communication & Customer Service
- With comprehensive knowledge of F&S' scope and role within the University of Illinois System, communicate with customers and stakeholders.
- Serves as the primary point of contact greets visitors, answers and directs calls, and relays messages.
- Manages incoming communications, including reviewing, prioritizing, and responding to mail and inquiries.
- Interprets and explains policies and procedures to internal and external stakeholders.
- Oversees internal mail distribution and mailroom operations.
- Supports the Administrative Assistant in the Associate Vice Chancellor's office and serves as back-up when the Administrative Assistant is unavailable.
- Records & Information Management
- Establishes and maintains confidential records and files for designated unit staff.
- Inventory Management
- Establishes and maintains inventory records and conducts periodic checks for control purposes.
- Fiscal / Annual Processing Support • Governs Committee Charge Letters from initiation through disbursement up to various campus leadership offices. • Performs additional related responsibilities as needed.
U
University of Illinois at Urbana-Champaign