New

Administrative Assistant - College of Education

University of Illinois Chicago
United States, Illinois, Chicago
Jul 08, 2025
Administrative Assistant - College of Education Administrative Assistant - College of Education Hiring Department: Ed Admin Location: Chicago, IL USA Requisition ID: 1036001 FTE: 1 Work Schedule: Monday - Friday Shift: Days # of Positions: 1 Workplace Type: Hybrid Posting Close Date: July 14, 2025 Salary Range (commensurate with experience): $70,000.00 - 90,000.00 / Annual Salary About the University of Illinois Chicago UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago. Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits. The College of Education is seeking an Administrative Assistant who will be responsible for the management and day-to-day operations of the Dean's Office and other administrative units. Responsibilities will include scheduling, planning and implementing activities, meetings, and events; purchasing; customer service; problem solving; assistance with procurement and payable operations to ensure compliance with applicable regulations, policies, and procedures; and communication. Duties & Responsibilities: Provide administrative support to the Dean of the College of Education by managing the daily operations of the Dean's Office in collaboration with another assistant and ensuring efficient office functioning. Assist with planning, scheduling, and supporting College and University events, activities, and meetings, such as college-wide meetings, commencements, celebrations, advancement events, and other special activities. Provide logistical and on-site support as needed. Manage the Dean and Associate Dean's calendars, scheduling appointments, meetings, and conferences while effectively prioritizing time and commitments. Coordinate travel logistics, including flights, accommodations, ground transportation, preparing detailed itineraries, and processing reimbursement and per diem requests for the Dean, internal staff and external guests. Serve as a primary point of contact for faculty, students, alumni, walk-in visitors, and external entities. Attend meetings when needed and collaborate with other college and campus departments to provide information, guidance, and referrals to appropriate university units. Process department financial transactions, including reconciling P-Card (Purchasing Card) and T-Card (Travel Card) expenses via the Chrome River system. Submit and track contracts and order requests for faculty, staff, and vendors through i-Buy system. Act as a liaison with the University Purchasing and Corporate Card Office to address inquiries related to orders, payments, and vendor communication. Oversee the procurement, setup, and maintenance of office equipment and supplies to support daily office operations. Supervise temporary clerical staff (including student workers), by assigning tasks such as copying, scanning, distributing correspondence, maintaining files, and running campus errands. Utilize platforms such as Banner, Blackboard, Canvas, Box and Google Drive for electronic file management systems. Perform other duties as assigned, including participation in special projects and supporting other administrative needs as required. Minimum Qualifications Required: 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 As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above. Preferred Qualifications:* Bachelor's degree At least 5 years working in higher education administration. Experience in office administration at a higher education organization. Experience with university purchasing systems and financial processes (i.e. Banner, Chrome River, iBuy, Contracts Knowledge of university travel policies and ability to guide faculty, staff, and visitors through travel transactions. Strong written communication skills; able to produce clear, professional correspondence and documentation for diverse audiences. Detail-oriented in communication, event planning, and project support. Proficient in standard office tools, including Outlook, Gmail, Microsoft Office, Teams, Box, Google Drive, and platforms like Qualtrics or Form Builder. Excellent organizational skills; able to maintain orderly spreadsheets, filing systems, and workflows aligned with program goals and budgets. Effective interpersonal skills; communicates clearly and professionally with students, faculty, staff, and the public. To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment. 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. The university provides accommodations to applicants and employees. Request an Accommodation To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/15396?c=uic Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-4879022f24fe684894fceb193bec54bc