Description:

Administrative Assistant

School of Social Work

University of Illinois Urbana-Champaign

Location options (to be determined):

Urbana-Champaign, IL

or

Chicago - Contract Appointment

University of Illinois Urbana-Champaign is seeking dynamic professionals to join a partnership between public university social work programs and the Office of Workforce Research and Development (WRD).

The Administrative Assistant will assist the Statewide Director of Workforce Development in carrying out the administrative functions of the Workforce Development Program. The Administrative Assistant is at the center of many administrative activities within the Workforce Development Program. While routine activities are dictated by ongoing programmatic and client training needs, the Statewide Director of Workforce Development is expected to address additional time sensitive situations often in response to additional client needs which require immediate attention. All demands, many of which are to be treated confidentially, must be met promptly and with good judgment so that the Statewide Director’s activities and the work of the Workforce Development Program are properly prioritized, organized and executed. The Administrative Assistant is the chief support person for this activity and, therefore must be able to develop a working knowledge of policies, procedures, and practice related to the University, the School of Social Work, and the Illinois Department of Children and Family Services (IDCFS), specifically IDCFS’ Office of Learning and Professional Development.

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 http://go.illinois.edu/EEO.

MAJOR DUTIES AND RESPONSIBILITIES:

• Controls the Director of Workforce Development’s calendar, screens all communications, and organizes the current and future workload of the Director. Keeps the Director abreast of all schedule/attendance requests made of the Director. Keeps abreast of all issues before the Director, so that communications to and from the Director may be handled expeditiously; composes correspondence for the Director’s review and signature.
• Manages candidate searches for Associate Director level vacancies and some additional management level vacancies for the Workforce Development Program. Monitors the HireTouch database, attends the search committee meetings, assists the Director/Search Committee Chair in organizing search committee meetings, and follows up with all search committee members ensuring timely interviews and decisions are made. Assists the HR office in sharing with the search committee regarding current policies and staying up to date on related policy and procedural changes as they occur. Develops and maintains mechanisms to assist search committees in tracking candidates as they move through the search process. Submits all hiring recommendation and interview notes, once approved by search committee chair, to School of Social Work’s HR / Business Office.
• Independently collects, prepares, and provides material necessary for the final preparation of reports and correspondence when requested. This requires working directly with the University’s Workforce Development administration, and the Illinois Department of Children and Family Services (IDCFS) leadership (both within the Office of Learning and Professional Development - OLPD as well as within project specific IDCFS divisions and/or committees). These reports will be a mixture of programmatic deliverables/outcomes along with confidential matters involving staff.
• Collects and compiles weekly activity reports from each OLPD administrator for the Director of Workforce Development’s review. Supports the Director in summarizing the weekly activity report into a high level overview report that once approved by the Director of Workforce Development, will be forwarded to IDCFS and to the Dean of the School of Social Work as a summary of significant weekly activities for all of OLPD. Collects quarterly Program Reports from each Workforce Development Program Administrator, checks for accuracy and alignment to Program Plan Deliverables, and submits each to the Director of Workforce Development for review, edits, and approval. Once approved, forwards the combined final Quarterly Program Reports to IDCFS and the Dean of the School of Social Work.
• Facilitates the accomplishment of the mission and goals of the School of Social Work as well as the mission and goals of IDCFS’ Office of Learning and Professional Development (OLPD) by attending and participating in the OLPD’s Leadership Team Meetings and OLPD’s All Staff meetings; serving on search committees and on other committees as requested by the Director of Workforce Development; providing administrative support for the OLPD Leadership Team; taking minutes and distributing materials as appropriate related to Leadership Meetings; and supporting the scheduling and invitation of participants at Leadership meetings.
• Working with the School of Social Work’s Business Office and with the Director of Workforce Development, ensures travel arrangements for the Director are made that support the Director’s schedule, lodging, and transportation needs. Processes the Director’s travel using a proxy in the travel and expense management system (TEM) and stays up to date with any changes in the TEM system.
• Support the logistical needs of the Director of Workforce Development’s programmatic and performance supervision of Workforce Development Administration Staff. Works with Administration staff who are supervised by the Director of Workforce Development to collect annual performance review related self-evaluations, reinforce established deadlines for submissions, review documents for accuracy and completeness, and submit to the Director. Schedules performance evaluations with each supervisee based upon the Director’s schedule, the supervisee’s schedule and the Director’s completion of the written performance evaluation. Schedule and track the Director’s formal supervision with each assigned administrator per the frequency rate set by the Director, the School of Social Work, and/or IDCFS’ Office of Learning and Professional Development. Schedule observation and shadowing activities for the Director to attend with each of the assigned administrators under the Director’s immediate supervision per the frequency set by the Director each contract year.
• Supports the School of Social Work’s Business Office with time limited administrative assignments as an onsite liaison to the University’s Workforce Development Administrators and leadership who are assigned to the same off campus office.
• Organizes and schedules the Associate Directors’ staff meetings for the University’s Workforce Development Program per a frequency determined by the Director of Workforce Development. Ensure such staff meetings are documented, minutes are filed, and attendance of participants is tracked. Other duties as assigned and some statewide travel required.

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 job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

Successful Candidates will also have:

Exceptional judgment and the ability to handle sensitive matters with tact and diplomacy. Maintain complete confidence of the Director of Workforce Development. This individual is expected to work independently and with a minimal amount of supervision. The position involves being pro-active and ensures the Director of Workforce Development is kept aware of deadlines and client / staff needs in a timely manner, this includes demonstrating good judgement of what information is urgent and must be shared immediately versus what information can be shared at routine intervals of communication with the Director. The individual needs to have an in-depth knowledge of the child welfare training needs, IDCFS’ Office of Learning and Professional Development, and the U of I School of Social Work’s Workforce Development Program. This individual shall understand University policies, procedures and systems; possess excellent oral and written communication skills needed to prepare correspondence and reports; and communicate effectively with administrators, clients, and staff.

SALARY AND APPOINTMENT INFORMATION

This is a full-time 100% Civil Service Administrative Assistant position appointed on a 12-month service basis. The position is located in either Urbana-Champaign or Chicago and is grant-funded, renewal is contingent upon availability of funds. Salary is competitive and commensurate with qualifications. The proposed start date is as soon as possible after the closing date.

To Apply:

Applications must be received by February 08, 2021. If you have not applied before, you must create your candidate profile at http://jobs.illinois.edu. 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 your cover letter, resume (months and years of employment must be included), and academic credentials (unofficial transcripts or diploma may be acceptable) and names/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 further information about this specific position, contact sw-hr@illinois.edu. You may also visit http://www.socialwork.illinois.edu for additional information. For questions about the application process, please contact 217-333-2137.

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

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

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment

College Name or Administrative Unit:School of Social Work Category:2-Administrative Title:Administrative Assistant - School of Social Work, Office of Workforce, Research and Development (141348) Open Date:01/21/2021 Close Date:02/08/2021 Organization Name:School of Social Work