Administrative Aide-Academic Programs and Services

1. Provide administrative support for the UAPS unit with main priority of assisting the Assistant Vice President for Academic Programs and Partnership who serves as Director of Academic Programs and Services. On behalf of the AVPAPP, facilitate and handle a variety of administrative and managerial functions that promote continuity of operations and services. This requires comprehensive knowledge of overall programs/activities. 

2. Manage the AVPAPP's calendar, addressing meeting requests and needs, making sure recurring meetings (e.g., staff meetings, BOT, one-on-ones with direct reports) are entered, supported by exercising initiative, discretion, and independent judgment in prioritizing scheduling conflicts and addressing urgent matters. Responsible for reviewing schedules to meet deadlines and to gather and provide appropriate materials for meetings, appointments, travel, reports, and special projects. Also manage other departmental calendars. 

3. In conjunction with the Assistant Director, oversee the academic program database. Prepare and distribute correspondence with IBHE and university officials as well as draft program reports for the EVP/VPAA. Maintain electronic academic program files. Schedule and attend Academic Affairs and Academic Programs (AAAP) committee meetings. Compose and edit correspondence. This correspondence is often complex, confidential, urgent, and of an important nature. 

4. Serve as liaison between the System Residency Appeals Committee and the Registrar's Offices. Oversee the appeal process from receipt of appeal through notifying the registrar's office of committee's decision. Involves use of BOX accounts, scheduling meetings, document preparation, and maintaining confidential files. 

5. Assist with travel logistics for principals/offices supported when needed (i.e., hotel, airlines, etc.).

6. Serve as UAPS business manager, working closely with the AVPAPP and the EVP/VPAA Assistant Director for Business Operations and the Coordinator of Fiscal Planning and Budgeting in managing departmental fund expenditures, consulting with UAPS staff, Office of Business and Financial Services (OBFS), and other university units regarding business/financial activities; reviewing/authorizing account usage for expenditures; facilitating/approving budget transfers, expense reports, requisitions, and other business transactions; and initiating follow-up as needed to track commitments. 

7. Serve as liaison between the AVPAPP and support staff in the offices of the President, Executive Vice President/Vice President for Academic Affairs, Planning and Budgeting, Board of Trustees, IBHE, and administrators at the three universities to promote effectiveness and efficiency of daily office operations. 

8. Provide support for all UAPS Events, assist with logistics and travel off-site to events. 

9. Serve as a resource or back-up for university applications for travel, invoice vouchers, and iBuy including performing, approving, and/or overseeing document production/processing activities. This includes the review of travel expense reports submitted by directors and support staff for accuracy, completeness, and compliance with established university policies and procedures; determine appropriate C-FOAP for expenses; authorize revisions to, and/or complete, forms as needed. 

10. As UAPS' Unit Security Contact (USC), responsible for requesting employee access to various university processes (e.g., Banner, Chrome River, iBuy) via the AITS Enterprise Systems method/application/form. This requires a good understanding of the various roles and systems an employee will need to perform their work. Request network access (e.g., getting email and drive access established for new employees) through the AITS System Access Management office. 

11. Primary contact for purchasing technical equipment for UAPS staff and working with Technology Services IT staff to get new computers imaged. 

12. Serve as UAPS Pinnacle unit coordinator, responsible for requesting changes to phone service. 
Provide assistance with special projects assigned by the President to OEVP/VPAA (e.g., Shin Award, Mental Health Symposium) and, when appropriate, attend committee meetings for these projects; monitor progress of established timelines to ensure deadlines are met; and initiate follow-up as needed to ensure overall program/project objectives and goals are met. 

13. Assist with (in consultation with the System Human Resource Services office) hiring support staff, extra help, and student employees for UAPS. Monitor UAPS staff usage of personal leave and generate reports as needed for the AVP. 

14. Serve as back-up for FABWEB inventory system. Coordinate, authorize, and monitor requests for services and/or office equipment and supplies managed by UIUC Office of Facilities and Services, including: printing services, car pool, online maintenance orders, office equipment and supplies, and other requests. 

15. Manage and perform other administrative duties appropriate for an Administrative Aide.