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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/11972995 Program Assistant-Office of the Vice Chancellor for Institutional Advancement

Office of the Vice Chancellor for Institutional Advancement

The Office of the Vice Chancellor for Institutional Advancement (OVCIA) at the University of Illinois Urbana-Champaign seeks a full time Program Assistant who will work closely with the Advancement Operations team.

Job Summary

Under administrative direction, performs a variety of duties for Advancement Operations within the Office of the Vice Chancellor for Advancement.

Duties & Responsibilities

• Scheduling and Meeting Coordination

  Assist in scheduling internal meetings for cross functional and project-based work.

  Schedule adv ops-unit meetings, including informational, planning, and level goal setting and goal setting all-in fundraiser meetings.

  Schedule Real-time Reviews for 90+ frontline team members, twice per year

  Provide meeting coordination and support, including parking, ordering food, distributing agendas, etc.

  Manage Plus Delta logistics, including coordinating schedules for Plus Delta cohort participants to determine workshop schedule, make arrangements for binders, accommodations for workshops, etc.

  Assist with scheduling and coordination of OVCIA-led interview processes.

• Data Entry and Support

  Serve as primary contact for constituent Updates in TED, including contact information and communications preferences.

  Data Entry for Stoplight Goal Setting (\1200 data entry points, 1x per year)

  Data Entry for Goals - As1x per year, enter \6 goals per 90 frontline team members, plus 6 goals for each unit and 8 or so for the campus. Do all the entry and validation to ensure everything renders correctly.

• Documentation and File Management

  Manage box files for annual planning, goal setting and real-time reviews - managing routing for signatures during the annual planning process.

  Assist in saving and formatting documentation for resources like Align-I and internal resource folders.

  Format reports to create consistency for documentation and distribution.

• Other

  Misc. duties such as building surveys in survey monkey (project dependent) for strategic planning projects and assisting with ad-hoc mailings.

  Monitor outstanding ticket and IT work, flagging it for follow up.

  Assist with monitoring Annual Giving inbox/phone.

Minimum Qualifications

Bachelor\'s degree.

Experience managing multiple projects.

Knowledge, Skills and Abilities

• Knowledge of general office practices and procedures
• Knowledge of principles and processes for providing customer and personal services.
• Skill in oral and written communication
• Ability to work effectively with staff, the public, and outside constituency groups
• Ability to organize and multi-task
• Ability to utilize various computer software
• Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems.
• Ability to work autonomously and within a team environment.
• Resourceful and proactive approach to the work environment while having the ability to manage multiple personalities and work styles.
• Self-directed and task oriented while managing a myriad of projects simultaneously.

Appointment Information

This is a 100% full-time Civil Service 5001 - Program Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on July 8, 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 Melissa Engel at engelm@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 .

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