Provide administrative support to the Associate Director of Design, the Industrial Design and Graphic Design Program Chairs, and to the School's administrative operations.
Duties & Responsibilities
Responsibilities Supporting Design Program Chairs and Associate Director of Design
• Schedule bi-weekly Graphic Design and Industrial Design program meetings, attend meetings, and record minutes. • Coordinate receptions and business meals for Design program curriculum retreats, MFA reviews, career fair, alumni events, portfolio reviews by purchasing food and scheduling travel as needed. • Maintain email lists of Graphic Design and Industrial Design students for Program Chair correspondence and send communications on behalf of Associate Director of Design and Program Chairs as requested. • Create and maintain annual task and events calendar for Graphic Design and Industrial Design programs. • Schedule classroom visits with program chairs for program faculty. • Schedule student advising meetings for program chairs. • Coordinate symposiums, public events, and working group sessions for the Design programs. • Coordinate Program Chair and Associate Director of Design travel. • Assist Associate Director of Design and Design Program Chairs with collecting, maintaining, and analyzing data needed to support various program efforts. • Assist Associate Director of Design and Design Program Chairs with developing and maintaining schedules and milestones for long-term projects. • Support visits of outside lecturers and critics for design programs, making visitors' travel arrangements, scheduling venues, receptions and dinners; working with the business office for honorarium payments, working with poster designers for event posters, getting posters printed and disseminated. • Assist Student-Industry Relations Coordinator with Industrial Design student communications.
Responsibilities Supporting School Administrative Operations • Serve as front office receptionist, adhering to the School's reception standards and other instructions. • Support the work of the Visitor's Committee by attending meetings; making visitors' travel arrangements, scheduling venues, receptions and dinners; working with the business office for honorarium payments, working with poster designers for event posters, getting posters printed and disseminated. • Support the Studio Art program by supervising, hiring, and scheduling live models for classes, and coordinating with Human Resources to ensure timely appointment and payroll processing for approximately 15 student and extra-help models for studio courses. • Sort and distribute campus and postal mail and communications to School or mailboxes. • Direct visitors with maps and/or instructions to rooms, meetings and nearby campus locations. • Support Art Education, Art History, and Studio programs and faculty by ordering food for classes and related events as requested. • Support Academic Affairs in communicating with admitted undergraduate students via email correspondence and mailings. • Keep office supplies and supply closet stocked and replenishing supplies when needed. • Place office equipment (printers & photocopier) service calls when needed. • Enter and reconcile own expense reports for P-Card and T-Card purchases. • Send weekly Art & Design donor acknowledgement letters. • Coordinate annual Educator Micro-Residency program by collecting program fees, reserving housing, dining, and studio needs for participants. • Assist the Director's Administrative Aide as needed with event set up and other relevant duties. • Assist with taking attendance at Faculty/Staff meetings. • Attend workshops and training as needed for position duties. • Perform other related duties as assigned.
Working Conditions
Occasional strong odors from art materials. : Occasionally
Minimum Qualifications
1. High school diploma or equivalent. 2. Any one or combination totaling two (2) years (24 months) from the categories below: A. College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent: -30 semester hours equals one (1) year (12 months) -Associate's Degree (60 semester hours) equals eighteen months (18 months) -90 semester hours equals two (2) years (24 months) -Bachelor's Degree (120 semester hours) equals three (3) years (36 months) B. Work experience performing office/clerical activities, including the use of computer systems. 3. One (1) year (12 months) of work experience comparable to the second level of this series.
Knowledge, Skills and Abilities
• Knowledge of University Policies and Procedures, School and College By-Laws, and knowledge of the School.
• Strong ability to anticipate needs, establish priorities, multi-task, and to work under pressure.
• Excellent organizational skills, strong written and oral communication skills.
• Extensive knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting.
• Ability to work in a self-directed manner.
• Knowledge of the academic community organizational structure.
• Excellent ability to deal effectively and with discretion and diplomacy in all personals encountered daily, either directly or via multimedia.
• Proficiency with a variety of computer software applications and platforms, including MS Suite, Outlook, Word, Excel, Adobe Acrobat, Qualtrics, Google workplace, and Team Gant or other project tracking application.
• The ability to maintain currency with existing applications and learn new applications as needed.
• Facility with basic descriptive data analysis.
• Working knowledge of Administrative Applications: PCard-TCard, Chrome River, iBuy, FormBuilder, WebTools, Banner.
• Ability to maintain a high level of confidentiality is essential.
Appointment Information
This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after the posting period closes. The collective bargaining agreement sets an entry level salary of $40,400.10. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .
Sponsorship for work authorization is not available for this position.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on October 29, 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 Bobbie Clegg at bjclegg@illinois.edu. 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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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 accessibility@illinois.edu .
Requisition ID: 1027201 Job Category: Administrative Support Apply at: https://jobs.illinois.edu
