Administrative Aide (Assistant to the Head) - Department of Occupational Therapy
University of Illinois - Chicago, IL
posted 4 months ago
About the position
The Administrative Aide (Assistant to the Head) in the Department of Occupational Therapy at the University of Illinois Chicago (UIC) is a pivotal role that provides executive-level administrative support to the Department Head. This position requires a high degree of initiative, independent judgment, and discretion in managing the day-to-day operations of the department. The Administrative Aide will coordinate various departmental activities, ensuring that all operations run smoothly and efficiently. This includes overseeing the preparation of reports, manuals, and departmental newsletters, as well as coordinating meetings and retreats for the department. The role also involves managing special projects as requested by the Department Head, contributing to the development and implementation of departmental programs and initiatives, and assisting with long-range planning efforts. In addition to administrative support, the Administrative Aide will work closely with the business manager to handle grants management, human resources, and financial management tasks. This includes processing reimbursements, student awards, and honorarium payments, as well as managing department purchases through university procurement systems. The Aide will also be responsible for overseeing property accounting functions, reconciling financial statements, and preparing monthly and quarterly financial reports. Furthermore, the position requires acting as a liaison with the college IT department to address any IT issues that arise, ensuring that the department's infrastructure is well-maintained and operational. Overall, the Administrative Aide plays a crucial role in supporting the Department Head and ensuring the effective functioning of the Occupational Therapy department at UIC, contributing to the university's mission of providing high-quality education and research.
Responsibilities
- Provides administrative support to the Department Head including coordinating department meetings and retreats, preparing meeting documents, and taking meeting minutes.
- Oversees the preparation of reports and manuals for the department, including P&T papers, annual reports, and department newsletters.
- Coordinates meetings and responsibilities of the Head with internal and external offices.
- Responsible for the execution of recurring and special projects at the request of the Head.
- Contributes to the development and implementation of department programs, initiatives, and long-range planning.
- Processes all department reimbursements, student awards, and honorarium payments.
- Implements department purchases of goods and services using University procurement systems including iBuy and corporate cards.
- Oversees and manages the property accounting functions for the department.
- Responsible for the monthly reconciling of financial statements including investigating and resolving discrepancies and reconciling the department credit card charges.
- Assists with preparing monthly and quarterly financial reports.
- Oversees IT issues for the department and is the direct liaison with the college IT department, including troubleshooting IT issues and supervising repairs.
- Responsible for submitting work orders to repair or replace department infrastructure.
- Manages day-to-day department operations.
- Performs other related duties and participates in special projects as assigned.
Requirements
- 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.
Nice-to-haves
- Bachelor's degree preferred.
Benefits
- Health insurance
- Dental insurance
- Vision insurance
- Life insurance
- Disability insurance
- AD&D insurance
- Defined benefit pension plan
- Paid leave including vacation, holiday, and sick leave
- Tuition waivers for employees and dependents.
