Program Assistant - Population Health Nursing Science

Program Assistant - Population Health Nursing Science Program Assistant - Population Health Nursing Science Hiring Department : Pop Health Nursing Science Location : Chicago, IL USA Requisition ID : 1024546 Posting Close Date : June 18, 2024 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. This is a full-time and benefits eligible position. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits . Description: Under administrative direction, this position performs professional-level duties devoted to the effective operations and project management functions for the department. The program assistant coordinates logistics and completes activities to meet department needs across operational, procurement, and office management functions, as well as strategic planning priorities. Demonstrated experience and strong knowledge of general office practices and procedures, administrative concepts and methods, and the ability to work independently and exercise judgment when analyzing and investigating a variety of questions or problems is required. This position requires regular and consistent on-site presence at the Chicago campus during regular business hours. Duties & Responsibilities:

• Department Operations Management
• Provides support to the department director and department head, implementing solutions to issues and performing professional support tasks to ensure effective unit operations related to purchasing, contracting, office management, and employee support
• Coordinates logistics and completes tasks for annual department elections (recruitment, balloting, data management, correspondence), faculty and staff compliance (tracking, recordkeeping, communication), external affiliations (tracking, updating, troubleshooting), and employee onboarding and offboarding processes for all department-affiliated employees
• Manages department ticketing system and Help Desk email, responding to requests, managing information and records, and facilitating proactive solutions to issues
• Manages facilities and space management matters for the unit, initiating and managing time sensitive requests, coordinating personnel and equipment moves, and overseeing complex projects
• Assumes responsibility for department physical and digital recordkeeping of complex and confidential files and documents across unit activities; assists leadership in formulating and implementing policies for efficient and appropriate data management (current work product, personnel files, historic records, financial data, etc.)
• Plans and executes recurring and ad hoc events and meetings across multiple campuses involving internal and external stakeholders; responsible for locating and securing meeting space, facilitating all event requirements, managing attendee needs, and internal and external communication
• Purchasing
• Coordinates, completes, and reconciles purchases of goods and services for the department, including P- and T-card transactions, purchase orders, contracts, direct payments, honorariums, cash advances, direct payments, and reimbursements for all department-affiliated employees and projects
• Maintains accurate and timely financial records; assists with budget functions including reporting, budgeting, and expense tracking for multiple funds types (State, ICR, self-supporting, gift, etc.)
• Develops training materials and best practices for purchasing policies and standard operating procedures; respond to inquires and train faculty, staff, and students on best practices and policies
• Arranges business travel for department-affiliated employees (flights, accommodations, transportation, registrations, misc. expenses, etc.)
• Office Management
• Manages front office operations for department including supply and equipment inventory (tracking, ordering, distributing); mailing and shipping via intercampus mail, UPS, and postal service; creates and manages room reservations; plans and completes phonebook updates (PbUpdate, DeptUpdate, external affiliates, directory management); and troubleshoots office equipment and arranges maintenance (copy machine, printers, computers, AV equipment, telecom systems, and related devices)
• Provides assistance to faculty to meet operational goals, as needed (proctoring exams, document creation, unlocking rooms, basic research, etc.)
• Perform other

Minimum Qualifications Required:

1. Bachelor's degree.
2. Demonstrated experience in professional-level duties involving project management, coordinating logistics, and addressing departmental needs.

Preferred Qualifications:

• Two (2) or more years of experience in purchasing, project management, academic administration, and/or office management.
• Two (2) or more years of experience processing transactions in Banner, iBuy, and/or Chrome River.
• Excel proficiency (pull and input data to/from spreadsheets to track purchases, approvals, payments, and other fiscal/operations data; filter, sort, and perform calculations to record and report on expenses, expense trends, and projections)
• 
  Word proficiency (create, edit, and correct multi-source communications, graphic-heavy flyers, forms, and reference documents)
  

To Apply: For fullest consideration click on the Apply Now button , please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.


Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required 180 days of employment.



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.



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

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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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About University of Illinois - Chicago

The University of Illinois Chicago is the city’s largest university and its only public Carnegie Research 1 institution. Its 16 academic colleges serve close to 34,000 undergraduate, graduate and professional students. UIC is recognized as one of the best public universities and one of the most ethnically rich and culturally diverse campuses in the nation, located in the heart of Chicago, it is an integral part of the city's educational, technological and cultural fabric.

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