Extra Help - Program Assistant - Asian American Student Academic Program

This Position is temporary, non-benefits eligible, and is limited to 900 hours.

Hiring Department: Asian American Student Academic Program

Location: Chicago, IL USA

Requisition ID: 1018971

Posting Close Date:

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

Description:

Position Summary

The Asian American Student Academic Program (AASAP) promotes academic support initiatives for the UIC Asian American student population through holistic advising, tutoring programs, social integration, recruitment, advocacy and developmental programming to strengthen student enrollment, retention, and graduation rates. The Program Assistant supports the Asian American Student Academic Program, the Director, and the leadership team by providing administrative support and is responsible for clerical duties of a confidential nature that require discretion and independent judgment. The successful candidate will demonstrate the ability to learn and execute departmental procedures and methods, operate a variety of office and computer systems, provide understanding support for the target population, and have excellent communication skills. This is a full-time, temporary position, non-benefits eligible, and limited to 900 hours. Pay rate is $26.41 per hour.

Duties & Responsibilities

• Responsible for the front office operations of AASAP including greeting and directing guests, referrals, calendaring, aesthetic upkeep of suite, ordering supplies, mail distribution, submitting telecom, facility or copy repairs and tech support requests. Serve as unit contact for equipment inventory.

• Provides support to director and other senior staff, serving as a staff advisor and performing professional support tasks such as coordinating calendars, arranging meetings, etc.;

• Helps in coordination of logistics for AASAP student programs, such as purchasing, room reservations, catering, etc.

• Engage in student outreach and communication as needed. Maintain working knowledge of AASAP’s programs and other student success programs housed under the Office of Student Success and Belonging to interested constituents.

• Process Corporate Cards, Chrome River, Contract and iBuy transactions

• Ensure transactions are in compliance with University policy and procedures.

• Process payments, vouchers, and requisitions; confirms payments have been processed to completion. Resolve issues related to accounting, record keeping, and other activities.

• Research and respond to inquiries from vendors, departments and finance.

• Represents and coordinates working relationships of AASAP on various teams; acts as a liaison to campus, agency and community groups; serves as a resource person and referral agent; represents AASAP at campus events in consultation with Director, promoting all services as needed.

• Participates in the hiring and training of program staff as required. Updates training materials and organizing and chairing AASAP search committees as needed.

• Produces information by transcribing, formatting, inputting, editing, copying, and transmitting text, data, and graphics.

• Composes documents such as correspondence, reports, brochures, fliers (format and correcting errors in spelling, punctuation and grammar)

• Maintains electronic tracking of AASAP spending and budget.

• Update content of AASAP’s online platforms, including website and social media

• Performs other duties as assigned

Qualifications:

Minimum Qualifications

Preferred Qualifications

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  Demonstrated and strong commitment to diversity

• Ability to effectively respond and adjust to organizational change

• Excellent organizations skills and multi-tasking capabilities with the ability to work under tight deadline pressure.

• Ability to work in a team environment

• Proficient computer skills and ability to gain knowledge of university applications, including Microsoft Office (Word, Excel, Outlook), reporting and procurement systems, Zoom and Skype.

• Efficient handling of confidential information

• Excellent interpersonal, verbal, written and listening skills with a customer service orientation

• Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems

• Prior experience in student services is a plus

  
  

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, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation