Job Summary

The UIC John Marshall Law School, Chicago's first public law school, is seeking an Administrative Aide (Human Resources Assistant). Under general supervision of the Director of the UIC John Marshall Law School (UIC JMLS) Human Resources, the Administrative Aide (Human Resources Assistant) performs program/operational and human resources activities of the UIC JMLS HR Office. This person will be responsible for maintaining, organizing and carrying out administrative functions directly related to day-to-day activities of the office.

The ideal candidate will enjoy working in a fast paced environment, ability to work with frequent interruptions, is deadline driven, has excellent writing and communication skills, and has a deep level of commitment to excellence and inclusion.

Essential Duties / Responsibilities

Program Management

• Responsible for day-to-day administrative activities including greeting guests in a welcoming manner, ordering supplies, requisitions, purchase orders, and tech support requests for the UIC JMLS Human Resources Office.
• Responsible for answering the main line in a welcoming manner, handling general inquiries, calendaring and serves as a liaison for the Director and Human Resources Associate.
• Responsible for all activities related to logistical planning for HR hosted/sponsored Trainings, Seminars, Lunch and Learns for Staff, meetings, events, recruitment and the interview process.
• Responsible for creating, maintaining, and organizing employee/office files and records and all office equipment is properly functioning.
• Responsible for internal and external communications, data management and performs clerical functions for the JMLS Human Resources Office.
• Updates JMLS HR wesbsite pages and eCommons page
• Processes iBuy and TEM transactions and ensures transactions are in compliance OBFS policy and procedures.
• Processes HR related expenses such as payments, cash receipts, vouchers, and requisitions; confirms payments have been processed to completion.
• Supervises and directs work of student staff.

Human Resources

• Assists with Leaves Coordination and prepares leave letters (FMLA, Disability, Accommodation Requests, Special Leaves)
• Posts job ads in external recruitment sites/publications and ensures that they are in compliance with University policies and procedures.
• Retrieves employment applications, schedules interviews and verifies references.
• Tracks HR data and creates/updates spreadsheets, probationary evaluations, job descriptions, FMLA, discipline, Multi-year contracts, Service awards, etc.)
• Assist with payroll administration by approving payroll transactions and overpayment requests.
• Processes human resource transactions by the required deadline dates.
• Assists the Director with projects and technical reports.
• Perform other related duties and participate in special projects as assigned.

Minimum Acceptable Qualifications Required

1.  High school graduation or equivalent (Please attach a copy of the High School Diploma / GED or Transcripts)

2.  Any one or any combination totaling five (5) years (60 months) from the following categories:

          a. college course work in business, finance, accounting or a related field:

• 60 semester hours or an Associate’s degree equals one (1) year (12 months)

• 90 semester hours equals two (2) years (24 months)

• 120 semester hours or a Bachelor’s degree equals three (3) years (36 months)

• Master’s degree or higher equals four (4) years (48 months)

b. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

 *As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2.

Preferred Qualifications

• Work experience and/or training in Human Resources preferred, preferable in a non-profit or University environment.
• Must be able to handle numerous priorities and complex tasks in a deadline driven environment.
• Strong interpersonal and communication skills.
• Knowledge of Microsoft Office
• Knowledge of Banner and University Human Resources Systems.

To Apply: For fullest consideration, please complete an online application by clicking the Apply for Position button below.

Please upload all valid certifications and transcripts within the document section of your online application. When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application.

Civil Service positions require a Credential Assessment Exam. You will not be required to report in person for this exam.

Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e. resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

If a degree or college coursework is required, you must provide official transcripts.

Transcripts/Licenses/Certifications MUST be uploaded electronically to your online application through the "Documents" page on the Civil Service Employment Application (page 4). Be sure to select the appropriate document type before uploading the document.

If your educational institution provides electronic transcripts, please have them sent to twilbon@uic.edu.

If your educational institution doesn’t provide electronic transcripts, they must mail the transcripts to:

University of Illinois at Chicago

Recruitment and Staffing

Human Resources Building Room 109

715 S. Wood Street M/C 862

Chicago IL 60612 Attn: CD6671 - Administrative Aide - TW

If an application and all applicable forms, transcripts, and supporting documents are not submitted by the close date, the applicant/employee will not be considered for this position and will be denied. For fullest consideration, the above mentioned requirements must be submitted no later than February 24, 2021.

We appreciate your interest in employment at the University of Illinois at Chicago.

The University of Illinois is an Affirmative Action/Equal Opportunity Employer.