Administrative Assistant - Office of the Dean of Students

Duties and Responsibilities

Executive and Administrative Support

• Manages the Associate Vice Chancellor for Student Advocacy and Dean of Students' calendar, priorities, and time commitments, anticipating needs and coordinating administrative details to support institutional responsibilities, fiduciary requirements, and the effective execution of the dean's priorities.
• Prepares and maintains files/reports as requested by the dean and various university divisions.
• Tracks commitments, decisions, and requests assigned by the Associate Vice Chancellor for Student Advocacy and Dean of Students, coordinates needed follow-up and helps ensure matters are completed accurately and on schedule.
• Serves as a knowledgeable and trusted liaison between the Office of the Dean of Students and faculty, students, staff, and community representatives. Exercises initiative, tact, discretion, and a thorough understanding of the office's programs to respond to inquiries, connect individuals with appropriate resources, and facilitate communication by telephone, email, Microsoft Teams, Zoom, walk-in interactions, and scheduled appointments.
• Provides comprehensive administrative and coordination support for the Council on Student Conduct Expectations and Accountability, which considers revisions and new policies for the University of Illinois Student Code. Responsibilities include scheduling monthly meetings, managing communications between the committee and the University Senate, maintaining the roster and meeting minutes, preparing reports, and coordinating the yearly update and publication of the Student Code.
• Handles and safeguards highly confidential and sensitive information with discretion, sound judgment, and an understanding of its significance and potential impact.
• Evaluates office operations, identifies emerging needs or inefficiencies, and recommends administrative strategies and practical solutions that advance office goals.
• Participates in personnel hiring, supervision, and evaluation decisions, including front desk staff. Approves timecards as directed.
• Accompanies the dean to meetings as requested, provides coordination and follow-through in support of meeting outcomes, and represents the office on committees, work groups, and the Council on Student Conduct Expectations and Accountability.
• Ensures other office support staff remain informed about current university policies and procedures and promotes consistent practices and compliance with applicable requirements. May supervise designated staff, including student employees.
• Coordinates administrative and logistical support for conferences hosted by the dean, including advance communications, fee and registration tracking, room arrangements, directory preparation, and post-event follow-up. Events include the Midwest Deans annual conference.
• Provides informed recommendations regarding equipment purchases, policy and procedure development, and the analysis and improvement of office operations.
• Maintains and updates content on the Office of the Dean of Students website to ensure information remains current and accurate.
• Performs related duties as assigned.
  

Financial Administration, Reporting, and Record Retention Duties

• Supports the financial and budget operations of the Office of the Dean of Students in close partnership with the Student Affairs Director of Budget and Finance.
• Maintains and retains required departmental financial and administrative records, including financial statements and supporting documentation; assists the FABweb unit representative in maintaining accurate property inventory records; creates and maintains other reports as assigned or requested.
• Supports oversight of the office's budget and financial obligations by helping units develop departmental program budgets and reconciling monthly accounting reports in consultation with unit staff. Provides ongoing guidance and training to promote accurate, timely, and consistent financial practices across ODOS units.
• Ensures the units reporting to the Office of the Dean of Students, including the Connie Frank CARE Center, the Office for Student Conflict Resolution, Off-Campus Community Living, Ombuds Assistance and Resources for Students, and Student Legal Services, are maintaining their financial data in accordance with departmental and university policy.
• Makes purchases for the Office of the Dean of Students using p-card, t-card, Banner requisition, or ordering via the iBuy website or other preferred vendor websites. Submits contracts as necessary for procurement purchases.
• Reconciles p-card and t-card transactions in Emburse as well as employee reimbursements.
• Reviews departmental contracts with vendors and submits requisitions for Purchase Orders to be in place.
• Completes Journal Vouchers for the Office of the Dean of Students and its reporting units.
• May serve as back up Department Card Manager for p-card and t-card.
  

Building/Inter-Departmental Related Duties

• Coordinates day-to-day office operations, anticipates administrative and logistical needs, resolves routine operational issues, and helps sustain an efficient, responsive, and well-organized work environment.
• Assesses building and space needs on a regular basis and provides recommendations to the dean for improved use and efficiency.
• Maintains accurate property inventory records and verifies existing inventory biennially. Responsibilities include working with the FABweb unit representative to ensure new acquisitions are recorded in FABweb, surplus equipment is processed, and inventory transfers occur as needed.
• Serves as a liaison with Facilities and Services for maintenance, renovation projects, and contractual work orders affecting the Turner and Arcade Student Services buildings, coordinating requests (work orders) and follow-through to support safe and effective operations.
• Maintains key inventory for Turner Student Services Building and the Arcade Building, ensuring accurate tracking of keys issued to and returned by employees.
• Monitors service requests from building tenants and coordinates with F&S as needed to address building maintenance and service needs.

• High school graduation or equivalent
• Any 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 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

Knowledge, Skills and Abilities

• Ability to learn, interpret, and apply organizational policies, procedures, rules, and regulations.
• Ability to learn and apply organizational budgeting and financial procedures.
• Ability to safeguard confidential and sensitive information and exercise discretion in situations with significant personal or organizational consequences.
• Ability to exercise sound judgment, make effective decisions, and solve complex administrative and operational problems.
• Knowledge of administrative support practices, office procedures, records management, and effective office operations.
• Ability to communicate complex information clearly and effectively in individual and group settings.
• Ability to manage competing priorities, meet frequent deadlines, and respond calmly and effectively to urgent or unexpected situations.
• Ability to navigate complex organizational structures, policies, and processes and identify the appropriate offices, resources, and decision-makers needed to resolve issues.
• Ability to learn and effectively use enterprise systems supporting facilities and space management; budgeting and financial reporting; expense reimbursement; procurement, purchasing, contracts, and asset management; event registration and scheduling; email distribution and communications; electronic forms and workflow; document and records management; and constituent and employee information.
• Proficiency with commonly used word processing, email and calendar, spreadsheet, and collaboration applications.
• Ability to work quickly and accurately while managing deadlines and periods of high workload.