Administrative Aide, Recreation, Sport, and Tourism (136282)

Job description


Administrative Aide - Recreation, Sport, and Tourism (136282)

College of Applied Health Sciences
University of Illinois at Urbana-Champaign

The Department of Recreation, Sport, and Tourism (RST) with the College of Applied Health Sciences (AHS) seeks a full-time (12-month) Administrative Aide. This position will be responsible for coordinating the administrative and business matters for the Department of Recreation, Sport and Tourism, with supervisory responsibility for the support staff.

The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status. For more information, visit

Major Duties and Responsibilities

    Manages the complex workflow for the Department. Simultaneously handles many tasks with critical deadlines. Includes setting priorities to assure efficient coordination of activities, screen inquiries and appointment requests on behalf of the Department Head.Provides authoritative information representing the Department Head's position on matters to faculty, staff, students and the public, based on overall functions of the office and superior's views. Composes, prepares, and signs various documents, correspondence, and forms based on an overall knowledge of departmental activities and pertinent situations and policies. This entails interpretation and understanding of both Departmental and University policies.Responsible for supervision of office staff and assumes responsibility for their training and work allocations. Conducts monthly staff meetings. Reviews employee's work performance, approves leave requests, etc.Process transactions in a variety of areas including but not limited to: reconciliation, travel, purchasing, payables, deposits, inventory, ensuring accountability as well as adherence to U of I Business and Financial Policies and Procedures.Possess working knowledge of MI UI Financials to assist with tracking or review of expenditures with regard to Department budget. Compiles statistical data and reports in compliance with University administrative offices as required. Submit Department's annual information to the Division of Management Information (DMI).Act as departmental point of contact with the College of Applied Health Sciences Human Resources Office (AHS HR). Provides information to AHS HR related to transaction processing. Provides information to Department Head regarding personnel matters. Maintain RST personnel files.Work directly with the department head to establish the RST undergraduate and graduate course schedules for the academic year.Responsible for RST course scheduling / course creation using BANNER in collaboration with the Department to the Facilities Management and Planning Office. Collaborates with all AHS departments to establish classroom course allocations/timetable in College controlled spaces. Oversees submission of the Official Timetable for the Department to the Facilities Management and Planning Office.Acts as the department contact for faculty/staff searches including planning all travel, lodging, meetings, presentations and itinerary with faculty, candidates and AHS offices involved in searches.Coordinates special projects, events, committee meetings, and other activities. Serves as the Campus Charitable Fund Drive coordinator for the Department.Responsible for the processing of Promotion and Tenure materials for the Department. This includes but is not limited to following Department, College, and University deadlines and guidelines.Serves as Department Ethics Officer. Attends annual training and working with faculty and staff to assure that the department is compliant.Acts as the department contact for campus offices as well as outside organizations, including public, government and other external sources.Other duties as assigned.



High school graduation or equivalentAny one or any combination totaling five (5) years (60 months) from the following categories: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)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

Successful candidates will have:

Ability to work independently and exercise judgement. Ability to work effectively with others, understand administrative/business/UIUC procedures and maintain confidentiality is essential. Strong written communication skills needed.

Salary and Appointment Information

This is a full-time Civil Service Administrative Aide position appointed on a twelve (12) month service basis. The expected start date is as soon as possible after the closing date. Salary is commensurate with experience and qualifications.

Application Procedures and Deadline Information

Applications must be received by September 17, 2020. Apply for this position using the “Apply for Position” button below. If you have not applied before, you must create your candidate profile at If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:

Step 1) Submit the Staff Vacancy Application.

Step 2) Submit the Voluntary Self-Identification of Disability forms.

Step 3) Upload the following documents:

cover letterresume (months and years of employment must be included)academic credentials (unofficial transcripts or copy of diploma may be acceptable) for all degrees attainednames/contact information for three references

In order to be considered as a transfer candidate, you must apply for this position using the “Apply for Position” button below. Applications not submitted through this website will not be considered. For questions regarding the application process, please contact 217-333-2137.

For further information about this specific position, please contact Jennifer Russell at [email protected].

The University of Illinois conducts criminal background checks on all job candidates upon accepting a contingent offer.

As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

College Name or Administrative Unit:College of Applied Health Sciences Category:2-Administrative Title:Administrative Aide, Recreation, Sport, and Tourism (136282) Open Date:09/08/2020 Close Date:09/17/2020 Organization Name:Recreation, Sport and Tourism




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Job No:
Posted: 9/9/2020
Application Due: 9/17/2020
Work Type: