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Extra Help - Administrative Assistant - College of Medicine Office of the Dean
UIC Chicago, IL
$26k-32k (estimate)
Full Time 3 Months Ago
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UIC is Hiring an Extra Help - Administrative Assistant - College of Medicine Office of the Dean Near Chicago, IL

Position Summary

Reporting to the Chief Advancement Officer (CAO) in the College of Medicine (COM), the Extra Help Administrative Assistant (AA) must be a positive, articulate self-starter who will provide high-level, complex, and confidential administrative and clerical support duties to the COM major gift and alumni engagement directors. The AA must be able to work independently, comfortably multi-task on a wide variety of projects, possess a keen eye for detail, be able to collaborate with colleagues, and follow through on tasks and projects with minimal supervision. This position will be responsible for knowing and understanding University, University of Illinois Foundation (UIF), and College of Medicine policies and procedures.
Duties & Responsibilities

  • Provides administrative support to facilitate College of Medicine Advancement activities and a variety of related office functions, including: scheduling meetings; drafting and finalizing meeting minutes; project management; handling messages of professional staff to ensure they are retrieved, sent, and/or distributed in a timely manner; initiating communications to provide/obtain information to facilitate unit activities; and performing other clerical and office support functions.
  • Assists with the gift process by working with frontline fundraisers and the Advancement Services team in tracking solicitations, gift agreements, completing gift transmittal forms for gifts received, forwarding gifts and completed forms for gift processing, and ensuring revenue is associated with asks in TED.
  • Helps schedule and manage meeting logistics for Advancement meetings as needed. Coordinates and prepares presentations, handouts, catering, rsvp and audio-visual support. Responsible for taking minutes, when appropriate.
  • Coordinates travel arrangements and reimbursements for Advancement officers, including transportation, hotel accommodations, and preparation of itineraries, which requires knowledge about travel policies and procedures to ensure compliance with established University and departmental travel guidelines/regulations.
  • Prepares highly confidential briefings and reports.
  • Reviews, assesses, routes, answers, and monitors follow-up action steps on correspondence related to major gift, alumni engagement, and College activities. Gathers and analyzes information required for administrative reporting.
  • Uses and stays current on multiple technical applications including word processing, CRM database, spreadsheets, graphics and presentation software, electronic calendar, email and other technical/scientific applications.
  • Utilizes the constituent tracking database (TED) to look up and ensure accuracy of donor and alumni information, request research, pull canned reports, update prospect plans, etc.
  • Assists Major Gift Officers with entering prospect activity and contact reports in the alumni and donor database.
  • Learns, understands and actively follows University, College, OVCA, UIF and departmental policies and procedures.
  • Answers and routes phone calls, mail and email messages and may handle wide-range information dissemination.
  • Other duties and special projects as assigned by CAO and/or at the request of gift and alumni engagement officers, as appropriate for an AA classification.
  • Perform other related duties and participate in special projects as assigned.
  • Job Summary

    JOB TYPE

    Full Time

    SALARY

    $26k-32k (estimate)

    POST DATE

    04/11/2024

    EXPIRATION DATE

    09/03/2024

    HEADQUARTERS

    PALATINE, IL

    SIZE

    7,500 - 15,000

    FOUNDED

    2010

    REVENUE

    <$5M

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