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    Office Administrator - Urbana, United States - University of Illinois

    University of Illinois
    University of Illinois Urbana, United States

    2 weeks ago

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    Description
    This job was posted by : For more information, please see: Office Administrator

    Department of Media and Cinema Studies

    Job Summary


    Provide administrative support to the Head of the Department of Journalism and the Head of the Department of Media & Cinema Studies in planning and administration of daily activities, departmental work, and department events.

    Interpret and implements department policies, directives, standards, and record keeping. Serve as part of the College front office support team. These duties require an in-person work modality on a daily basis.


    Provide administrative support to the Head of the Department of Journalism and the Head of the Department of Media & Cinema Studies in planning and administration of daily activities, departmental work, and department events.

    Interpret and implements department policies, directives, standards, and record keeping. Serve as part of the College front office support team. These duties require an in-person work modality on a daily basis.


    Administrative Support to Department Heads:
    Review and ensure the final copy of all formal communications and documents are accurate and complete.

    Assist with formatting and reviewing Promotion and Tenure documents for department faculty.

    Manage the master copy of faculty P&T dossiers. Edit confidential dossiers and CVs. Communicate with external letter writers, answering their queries regarding P&T processes specific to the University.

    Serve as the liaison between Head, faculty, students, staff, alum, and other constituents at the campus level.

    Collect and keep records for the Faculty Annual Review.

    Maintain an overview of departmental responsibilities and deadlines and update and evaluate departmental policies and operational procedures.

    Oversee all file management for the department.

    Manage confidential documents including personnel, institutional and historical documents (i.e., P&T documents, sabbatical reports, faculty annual reviews and merit raise letters, faculty and graduate student records).

    Compose various correspondence and forms on behalf of the Heads.

    Oversee the collection and organization of documentation for program review, accreditation, and other departmental reviews.

    Manage the implementation and tracking of student portfolios each semester to completion of the program.

    Oversee, monitor, and approve online change of grade for the departments. Serve as a backup in this capacity for the other two academic departments in the college.

    Oversee the distribution of teaching evaluation forms to faculty, instructors, and teaching assistants each semester/term. Responsible for the completion of ICES forms for submission to the Office for Measurement and Evaluation.

    Serve as backup to the support staff in other college level units, as necessary.

    Assist with coordination of department-sponsored events as needed

    Other administrative support duties as assigned.


    Reception Responsibilities:


    Serve as receptionist by greeting faculty, staff, student, and community visitors in a friendly and professional manner, answering their questions, directing them appropriately.

    When a visitor arrives for a scheduled appointment, notify the Dean or relevant department head of the visitor\'s arrival.
    Maintain a safe, organized, and clean reception space, including one\'s desk and common areas.
    Handle routine inquiries and requests via phone, email, and in person in a friendly and professional manner.

    Maintain positive relationships with faculty, staff, and students within the units and with colleagues in other units with which the departments and college inte act.

    Coordinate the Heads\' schedules/calendars. Act as the Heads\' confidential assistant.
    Calendar departmental events and meetings. Create agendas, take, and archive minutes for faculty meetings.


    Financial & Travel Documentation Coordination:
    Assist Heads with the fiscal management of the department\'s budget; maintain a record of all expenses.
    Track all accounts, including individual faculty research accounts. Responsible for gathering information and getting advance approval on Request for Funding form for all purchases and travel.
    Review the monthly account reports for consistency between RFFs, T-card purchases, P-card purchases and CFOPs.
    Serve as a proxy and prepare expense reports in the Chrome River system for the Heads and faculty. Identify whether funds are available and confer with the Heads.
    Plan and coordinate itineraries for visitors, including flight arrangements and all accommodations.
    Prepare and process visa applications for the Heads and faculty traveling abroad.

    Administrative Support - College Level Activities:
    Responsible for approving all room reservation requests for the College of Media.
    Responsible for all textbook orders for the College.
    Other administrative support duties as assigned.

    Additional Physical Demands

    No exceptional requirements over normal administrative personnel
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