The Academic Center for Excellence’s (ACE) Program Assistant will work closely with the unit and across the organization to further the team's programmatic goals. They will support the goals and initiatives of ACE teams in efforts to grow and sustain programming and impact within the University. The successful candidate will successfully manage day-to-day operations and short-term projects to help drive progress toward long-term initiatives in line with the overall mission of ACE and the Office of the Vice Provost for Undergraduate Affairs and Academic Programs (VPUAAP).

• Responsible for the front office operations of ACE including greeting and directing guests, referrals, calendaring, aesthetic upkeep of suite, ordering supplies, mail distribution, submitting telecom, facility or copy repairs and tech support requests. Serve as unit contact for equipment inventory. Provides support to director and other senior staff, serving as a staff advisor and performing professional support tasks.

• Helps in the coordination of the logistics for ACE student programs, such as Summer College, the Flames Leadership Network; High School Partnerships; Academic Skill Enrichment workshops; and scholarship coordination. Engage in student outreach and communication as needed, such as ACE referral outreach and program recruitment. Maintain working knowledge of ACE’s programs and other Student Success Programs housed under the VPUAAP to communicate to interested constituents.

• Aids in the supervision of student workers and provides administrative support and training to graduate assistants.

• Process Corporate Cards, Chrome River, Contract and iBuy transactions and ensure transactions are in compliance with OBFS policy and procedures. Process payments, vouchers, and requisitions; confirms payments have been processed to completion. Resolve issues related to accounting, record keeping and other activities. Research and respond to inquiries from vendors, departments and finance.

• Represents and coordinates working relationships of ACE on various teams; acts as a liaison to campus, agency and community groups; serves as a resource person and referral agent; represents ACE at all yield and retention events, promoting all services as needed.

• Engages with the university's integrated planning and advising system for ACE outreach functions based upon referrals provided for students and recording attendance and providing interaction notes for ACE's student events.

• Participates in the hiring and training of program staff, including student workers, as required. Updates training materials for training ACE program staff including but not limited to organizational structure, program design, philosophy, program policies, and standard operating procedures; Will organize and chair ACE search committees as needed.

• Update content of ACE’s online platforms, including main websites and current social media platforms.

• Perform other related duties and participate in special projects as assigned.

Minimum Qualifications:

1. Bachelor's degree

Preferred Qualifications:

• Experience with University systems including BANNER, iAdvise, iBuy, Fabweb preferred. Perform administrative support tasks, i.e., correspondence, reports, operation of office equipment, etc.
• Proficient computer skills and knowledge of university applications, including Microsoft Office (Word, Excel, Outlook), reporting systems, Zoom and Skype. Efficient handling of confidential information. Excellent organizational skills and multi-tasking capabilities with the ability to work under tight deadline pressure.
• Professional competence and complete mastery of clerical skills, including grammar, spelling, punctuation, filing, and typing. Capacity to handle a large volume of information and the ability to remember a vast amount of detail is indispensable. Ability to deal with the public and clients in a friendly positive manner to achieve customer satisfaction
• Ability to relay information in speaking and communicating with people. Ability to exercise independent judgement.

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

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 document section of your online application.

All civil service positions require an exam.  The exam for this position is a Credentials Assessment.  You will not be required to report in person for this exam.

Credential Assessment Exam Scoring Information:

You will not be required to report in person for this exam. The updated online application and all uploaded, relevant documents, such as a resume, college transcript, certifications and licensures will be used in the calculation of the exam score. These documents should be uploaded prior to the position close date.

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. 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.

For additional information regarding this position please contact Joanne Neris at joannes@uic.edu.

If an application is not fully completed and submitted by the close date, the applicant/employee will not be considered for this position.

For fullest consideration, the above mentioned requirements must be submitted no later than Monday, June 27, 2022.

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

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

This position requires Illinois residency within 180 days of the hire date.

University of Illinois faculty, staff and students are required to be fully vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption in accordance with applicable University processes.

For classifications that require a degree as part of the minimum qualifications, a degree verification will be required before any offers of employment are extended.