Administrative Aide - Recreation, Sport, and Tourism

$48,000 - $60,000/Yr

University of Illinois - Urbana, IL

Full-time - Entry Level

Onsite - Urbana, IL

Educational Services

About the position

The Department of Recreation, Sport, and Tourism (RST) at the University of Illinois - Urbana-Champaign is seeking a full-time Administrative Aide to support the Department Head and manage the department's administrative and business operations. This role is crucial in ensuring the smooth functioning of the department, which includes overseeing the workflow, coordinating course schedules, and managing various transactions related to the department's budget and personnel matters. The Administrative Aide will also supervise the support staff within the department, ensuring that all tasks are completed efficiently and effectively. In this position, the Administrative Aide will be responsible for managing complex workflows and handling multiple tasks with critical deadlines. This includes setting priorities to ensure efficient coordination of activities, screening inquiries, and managing appointment requests on behalf of the Department Head. The Aide will work closely with the Department Head to establish undergraduate and graduate course schedules for the academic year, utilizing the BANNER system in collaboration with the Facilities Management and Planning Office. Additionally, the Aide will oversee the submission of the Official Timetable for the Department and coordinate classroom allocations with other departments within the College of Applied Health Sciences. The role also involves processing various transactions, including reconciliation, travel, purchasing, and payables, while ensuring compliance with University policies. The Administrative Aide will maintain accurate records of personnel matters, assist with faculty searches, and coordinate onboarding processes for new faculty members. Furthermore, the Aide will be responsible for processing Promotion and Tenure materials, coordinating special projects, and serving as the Campus Charitable Fund Drive coordinator for the Department. Overall, this position requires a proactive individual who can work independently, manage multiple priorities, and communicate effectively with faculty, staff, and students. The Administrative Aide will play a vital role in supporting the Department Head and contributing to the overall success of the Recreation, Sport, and Tourism Department.

Responsibilities

• Manage the complex workflow for the Department, handling multiple tasks with critical deadlines.
• Work directly with the Department Head to establish undergraduate and graduate course schedules for the academic year.
• Responsible for RST course scheduling/course creation using BANNER in collaboration with the Facilities Management and Planning Office.
• Collaborate with all AHS departments to establish classroom course allocations/timetable in College controlled spaces.
• Oversee submission of the Official Timetable for the Department to the Facilities Management and Planning Office.
• Process transactions in areas including reconciliation, travel, purchasing, payables, deposits, and inventory.
• Assist with tracking or review of expenditures related to the department budget using MI UI Financials.
• Compile statistical data and reports in compliance with University administrative offices as required.
• Act as departmental point of contact with the College of Applied Health Sciences Human Resources Office.
• Maintain RST personnel files and accurate records of the Department Head's interactions with Faculty.
• Provide authoritative information representing the Department Head's position on matters to faculty, staff, students, and the public.
• Compose, prepare, and sign various documents, correspondence, and forms based on departmental activities and policies.
• Supervise office staff, conduct monthly staff meetings, and review employee work performance.
• Act as the department contact for faculty/staff searches, planning travel, lodging, meetings, and presentations.
• Assist with onboarding new Faculty and coordinate updates to the KCH website with new faculty/staff biographies and pictures.
• Process Promotion and Tenure materials for the Department, following deadlines and guidelines.
• Coordinate special projects, events, committee meetings, and other activities.
• Serve as the Campus Charitable Fund Drive coordinator for the Department.

Requirements

• High school graduation or equivalent.
• Five years of experience in business, finance, accounting, or a related field, including progressively more responsible office experience.
• Ability to work independently and exercise judgment.
• Ability to learn multiple university software applications and prioritize work requests.
• Strong written communication skills and professional office demeanor.
• Strong interpersonal skills and ability to embrace change and challenges.

Nice-to-haves

• Experience with university administrative procedures and policies.
• Knowledge of financial reconciliation processes.
• Familiarity with course scheduling systems.

Benefits

• Competitive salary range of $48,000 to $60,000 based on experience and qualifications.