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This job was posted by https://illinoisjoblink.illinois.gov : For more 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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