Administrative Assistant-AITS

Details

Posted: 06-Apr-24

Location: Urbana, Illinois

Type: Full-time

Salary: Open

Categories:

Financial
Staff/Administrative

Internal Number: 5160617

Administrative Assistant-AITS

Job Summary
Under administrative direction, this position provides specialized assistance as a member of a collaborative team with a flexible approach to organizational needs, working closely with leadership, management team, and employees to perform responsibilities related to the planning and coordination of AITS strategic human capital initiatives. This is a strategic support position focused on: (1) understanding the business needs of administrative IT leadership and employees in a rapidly changing technology environment, (2) supporting/coordinating initiatives that enhance AITS strategic goals and workforce planning in employee lifecycle areas such as recruitment, retention, engagement, and development, (3) documenting and tracking human capital resources that guide departmental decision-making, (4) development, execution and evaluation of internal communication strategies and initiatives to enhance communication and information needs of AITS employees, and (S) helping our organization successfully navigate change through strategic insights and planning.
Duties & Responsibilities

• Apply subject matter expertise to provide guidance and input to AITS managers and employees regarding best practices and practical approaches. Assist with development and implementation of departmental strategic human capital activities and long-range planning to drive organizational effectiveness, incite performance, increase engagement, and maximize retention of top talent. Assist in the elevation of departmental programs/practices which facilitate employee engagement and development.
• Assist with development and implementation of various committees, programs, and experiences (e.g., attract talent, onboard, employee retention, process redesign, organizational culture, professional development tracking) that will enhance organizational capabilities required to drive continuous improvement and achievement of strategic objectives. Manage and oversee business, fiscal, and/or administrative operations relating to Strategic Human Capital initiatives. Act as an administrative resource while collaborating with other AITS groups. Oversee the development and implementation of operational policies and procedures.
• Provide assistance and support of search and confidential personnel request process, assist in developing job descriptions for unit staff positions, commitment reporting, and monthly, quarterly, and annual human capital statistics compilation of business reporting. Assist with contract management with various vendors of applications used by human capital and AITS staff.
• Gather metrics and perform functions related to implementation of human capital programs/practices. Provide detailed analyses to measure the effectiveness of employee satisfaction surveys and provide comprehensive reports that aid in decision making processes which affect the organization. Conduct research and analysis for ongoing and emerging intra- and inter-departmental initiatives; and provide expertise in special projects. Communicate results broadly and authentically and perform activities necessary to implement associated process and/or organizational change.
• Create timely and relevant communications content and complex reports, documents, and presentations for leadership, project managers, and technical staff. Create and deliver presentations for all-staff meetings in conjunction with SAVP and presenters.
• Supervise and delegate assignments to student workers to assist in these areas.
• Represent the Human Capital team in meetings and on committees within AITS and System (e.g., AITS Workforce Engagement Team; AITS Social Committee; System Office Wellness)
• Perform other duties as assigned, as appropriate for an Administrative Assistant position.

Minimum Qualifications
1. High school graduation or equivalent.
2. 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 professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles.
Preferred Qualifications

• Current University of Illinois employment in a position in which the incumbent exercises initiative, discretion and independent judgment in business and management principles involved in resource allocation, communication and coordination of people and resources.
• Two years of professional level managerial and/or business experience, one year of which was at an administrative level.
• Additional education, training and/or work experience in human capital, university human resources principles and/or personnel-related functions at an administrative level.
• Two or more years of experience with business, financial, management, personnel-related functions, and/or human capital and employee engagement experience.

Knowledge, Skills and Abilities

• Fluency with Microsoft Office applications and administrative applications (e.g., Word, Excel, PowerPoint, Teams, and Outlook}.
• Ability to design and produce high-quality documents and presentations that communicate to a broad audience in many different media formats.
• Highly detailed and accurate with demonstrated excellence in written and oral communications.
• Highly effective relationship building skills with proven ability to influence, negotiate and persuade decision-makers.
• Ability to develop and maintain effective working relationships with diverse, broad-based constituencies. Must be able to communicate effectively at all levels.
• Excellent organization, time management, project management, analytical, and problem-solving skills.
• Organizational and multi-tasking skills to provide accurate, detail-oriented work that is appropriately prioritized to meet stringent deadlines.
• Ability to handle confidential information and responds to matters of urgency appropriately.
• Ability to work effectively both independently and as a member of a team.
• Familiarity with general University business policies/procedures.
• Ability to effectively conduct research and aggregate and analyze data.
• Ability to exercise creativity and good judgment in the development and implementation of programs and procedures.
• Knowledge of management principles and practices as well as practical experience managing students or line staff.
• Understanding of information technology at the University of Illinois.

Appointment Information
This is a 100% full-time Civil Service 0171 - Administrative Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after 4/29/2024. Starting salary is $65,000, salary is commensurate with experience.
Sponsorship for work authorization is not available for this position.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on April 12th, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact [email protected] . For questions regarding the application process, please contact 217-333-2137.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [email protected] .
Requisition ID: 1023857
Job Category: Administrative
To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/10062?c=illinois
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