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information, please see:
https://illinoisjoblink.illinois.gov/jobs/11881432 Department
BSD PSY - Administrative Operations
About the Department
To honor our promise to always put our patients first and to be ever
mindful of each patients dignity and individuality, we must also be at
the forefront of transformative discovery and innovation in psychiatric
care.
Job Information
Job Summary:
This position will provide administrative support to faculty and staff.
Coordinate the administrative needs of the section and the faculty
assigned. Participate in the coordination of education programs,
sponsored awards, financial operations, and general operations in the
Section of Adult Psychiatry. Coordinate activities of several Section
Chiefs involvement with professional organizations, committees, maintain
daily calendar, travel arrangements and perform conflict resolution when
necessary. Assist with creation of special projects, lectures and
academic writing. Manage the administration of the recruitment of new
faculty members and other academic personnel. Prepare, review, and
assist in the production of various externally focused brochures and
reports needed by the section and Section Chief. The candidate must be
able to handle high and low levels of activity. This position will
provide administrative support to including the processing of expense
reimbursements in GEMS, travel expense reimbursements in Service Now and
e-Payments, Business Objects, faxing, filing, photocopying, distributing
mail, accepting packages, ordering supplies in Buysite, submission of
facilities maintenance requests and tracking same, photocopier triage,
etc.
Responsibilities:
- Provide administrative support for faculty and staff.
- Expense reimbursements in GEMS, , travel expense reimbursements in
Service Now and e-Payments, faxing, filing, photocopying,
distributing mail, accepting packages, ordering supplies in Buysite,
submission of facilities maintenance requests and tracking same,
photocopier triage, etc.
- Maintenance of equipment and space and management of the
Department\'s inventory including purchase of, tracking and filing
of PO\'s, key list and department directory.
- Work with external partners around administrative support as needed.
- Perform record keeping and file maintenance tasks such as gathering,
printing, sorting and filing materials and data, both paper and
digital.
- Manage PI\'s and group travel and reimbursements; monitor.
- Prepare e-Payments, GEMS reports and assemble papers relating to the
reconciliation process.
- Coordinate research and group-related administrative activities
including both on-site and off-site meetings and conference.
- Acts as liaison between visitors and the department.
- Process requests for the department\'s conference room.
- Arrange schedules for external visitors (faculty, postdoc candidate,
or visiting students.
- Coordinate research- and group-related administrative activities
such as meetings, conferences, and visitors scheduling.
- Manage research and grant related purchasing, travel and
reimbursements as well as process other accounting forms.
- Distributes mail and packages to faculty and staff.
- Manage complex constraints and work with diverse faculty,
administrative, and students across the university community to
arrange meetings, and organize events that support external
community engagement (i.e. government, academic, and industry
partners).
- Assist with the coordination of research, space and event
reservations.
- Assist with office projects, and other duties as requested back up
support for other staff.
- Support departmental administrator with department\'s ledgers.
- Assist with work orders for building maintenance, movers, painters,
janitorial work and other duties as assigned.
- Answer, take a message, screen and route phone calls and emails in a
timely and accurate manner.
- Perform record keeping and file maintenance tasks such as gathering,
printing, sorting and filing materials and data, both paper and
digital.
- Submit and follow up on work orders to ensure departmental space is
clean, safe and functioning.
- Process requests for the department\'s conference rooms and make and
confirm reservations for such using online scheduling system.
Competencies:
- Successfully handle multiple faculty and department related tasks
within specified time frame required.
- Proactively anticipate needs and resolve problems required.
- Thrive in fast-paced environment and effectively manage competing
tasks, deadlines and needs.
Additional Requirements
Education, Experience, or Certifications:
Education:
- High School Diploma or equivalent required.
Experience:
University experience preferred.
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