Business Strategist - Strategic Marketing & Communication

The Business Strategist will provide comprehensive office support to ensure efficient operation within the department. This role is responsible for handling a variety of administrative tasks, managing office communications, and supporting the team with day-to-day operations.

Duties & Responsibilities:

Executive Support:

• Provide administrative support to the direct reports of Vice Chancellor as needed, assisting with high level projects, meetings, scheduling, and other tasks which may include but is not limited to composing and editing correspondence, preparation of information, preparations of reports and presentations, research, and logistics in a timely and efficient manner.

Administrative Support:

• Manage office communications including responding to general email inquiries and creating referrals, ensuring timely responses and effective communication.

• Assist with day-to-day operations, ensuring that essential tasks are completed efficiently and in alignment with team goals. • Conduct research, gather information, and prepare special reports covering a variety of topics.

• Assist with managing team projects by coordinating timelines and tracking progress.

Travel Coordination:

• Coordinate travel arrangements for Strategic Marketing and Communications team members, visitors, and candidates including transportation, accommodations, and reimbursement.

• Serve as liaison between department and internal staff, external units and outside agencies to ensure compliance with established University and department travel guidelines/restrictions.

Purchasing and Expense Management:

• Manage business office transactions, including Purchasing Card (P-Card) and Travel Card (T-Card) transactions, reconciling via the Chrome River system, and processing reimbursements for all team members and non-employees.

• Process order requests for team members via i-Buy, over the phone, and online. Serve as liaison with University Purchasing, Corporate Card Office, and Bank of America. Answer vendor, and team member inquiries regarding order status.

Operations Support:

• Assist with team facility and operations requests including equipment and supply procurement, inventory, management, asset updates, and surplus.

• Assist with managing team room conference room calendar and resolving space requests.

• Maintain, update, revise and retrieve files, rosters and records, which may include confidential materials.

Meeting and Event Coordination:

 • Research, plan, organize, and execute logistics for team onboarding, events and webinars.

• Coordinate and prepare handouts, catering, audio/video support, and all necessary arrangements for meetings and events.

• Coordinate logistical elements including scheduling of facilities and equipment needs, invitations, itineraries, purchases, accommodations and on-site set up.

• Conduct post-event evaluations, follow-up and attendance to gather feedback and assess success for future improvements.

• Responsible for taking and archiving minutes and/or notes during meetings when appropriate ensuring accurate documentation of discussions and decisions.

Onboarding and Training:

• Assist with facilitating the onboarding process for new team members and communicators, providing necessary transition, training, and resources to ensure a smooth transition.

Team Environment Cultivation:

• Foster a welcoming and collaborative atmosphere promoting team values and effective communication among team members.

• Demonstrate understanding of university’s mission, values, goals, and priorities and an ability to ensure that all are considered in developing marketing and communications strategies. Commitment to the mission and values of UIC, including a strong commitment to diversity, equity and inclusion.

• Other duties as assigned and as they emerge in an ever-evolving marketing and communications landscape built on advancing the mission, vision, and purpose of UIC.