Administrative Assistant, Investment Office at University of Illinois Foundation

Description

UNIVERSITY OF ILLINOIS FOUNDATION

has an immediate opening for an

Administrative Assistant, Investment Office

The University of Illinois Foundation (Foundation) is the official fundraising and private gift-receiving organization of the University of Illinois (University). It works closely with alumni and friends, faculty and staff, corporations and foundations, as well as campus development professionals to create fundraising programs and opportunities that benefit the University.

The Administrative Assistant, Investment Office is responsible for providing executive administrative support to the Chief Investment Officer and Investment Office including coordination of staff schedules, calendars, and travel arrangements. Supporting office operations, including coordinating with vendors, managing office equipment, and ensuring compliance with office policies and procedures to ensure the smooth and efficient operations of the investment office.

DUTIES AND RESPONSIBILITIES:

• Coordinates Investment Office staff schedules, calendars, and travel for ongoing and as-needed meetings, engagements and projects, ensuring that Foundation protocols and policies are considered and followed. Follows up with project participants to facilitate achievement of project timelines.
• Exercises independent judgment and decision-making for arrangements made for all travel accommodations for the Investment Office.
• Processes authorized financial transactions and monitors budgetary expenditures on an ongoing basis on behalf of the department. Reports reimbursements and prepares complex travel vouchers on behalf of the Investment Office.
• Assists CIO and Investment Staff with the design and production of all board-related materials as well as any publication or communications to all constituencies both within and outside of the Foundation
• Manages and controls confidential and secured documents and materials, adhering to all data standards for storage and maintenance, including the appropriate and timely filing and routing of items.
• Administers operational activities of the investment office including landlord, security, supply, and systems issues.
• Facilitates the day-to-day responsibilities and operations of the front desk by handling incoming and outgoing correspondence including emails, phone calls, and mail of the investment office. Acts as a point of contact between staff, clients, and stakeholders.

REQUIRED QUALIFICATIONS:

• Bachelor's degree or equivalent work experience required.
• Demonstrated ability to work in a fast-paced office environment.
• Strong organizational and time management skills and proven ability to excel in a fast-paced objective-focused, professional environment with the capacity to routinely manage shifting deadlines and priorities.
• Proven ability to be resourceful, handle unexpected situations or challenges, and manage multiple tasks simultaneously while adjusting to changing priorities. Must possess critical thinking skills and be capable of making independent decisions.
• Excellent verbal and written communication skills are necessary to interact effectively with colleagues, clients, and other stakeholders. Attention to detail and the ability to maintain confidentiality. Strong interpersonal skills, including professionalism, friendliness, and the ability to work well in a team.
• High level of proficiency in computer applications, including Microsoft Outlook, Word, Excel, PowerPoint. Willingness to learn additional applications that are routinely used in the Investment Office. Knowledge of office equipment, such as printers, scanners, and fax machines.

Application Deadline: October 6, 2024

Application Process: For full consideration for the role, all candidates must complete an online application and include a cover letter and resume. Candidates may create a profile through https://jobs.uif.uillinois.edu. For further information regarding application procedures, contact Foundation Human Resources at uifhrsearches@uif.uillinois.edu.

THE UNIVERSITY OF ILLINOIS FOUNDATION IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

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