Assistant to Director, School of Architecture

Assistant to the Director, School of Architecture

University of Illinois Urbana-Champaign

The Assistant to the Director serves as part of the School of Architecture administrative team. This position is responsible for planning, organizing, coordinating, and executing various administrative functions while providing advice to the Director, and supervising office support staff. The position works independently, exercising judgment and discretion.

• Provides a high level of expertise and operational leadership in the Director’s Office to help determine and accomplish the organization’s goals and objectives effectively.
• Serves as the Director’s liaison between departmental faculty, college office, and campus departments; communicates by telephone and/or in person with other offices on and off campus regarding
  
  School business for exchange of information, clarification, and discussion, asduties require.
• Manages, coordinates, and conducts a varietyof special projects on behalf of the Director.
• Supervises office administrative staff,delegates tasks, and monitors workflow. This also includes responsibilities to interview, select, and train staff, as well as conducts annual performance reviews.
• Counsels staff on matters of significance related to policy, rules, and procedures involving significant discretion and judgement. Provides guidance and interpretation regarding the administration ofother guiding principles and governance structures as they relate to the college and campus.
• Coordinates and attends school Executive Committee meetings, as well as school Faculty meetings,preparing agendas and taking minutes. Coordinates membership with Director and Executive Committee for all School committees. Serves as a member of other various school committees and decision-making groups and attends all meetings to report back to Director.
• Works closely with the Director on the facilitation of faculty development and evaluation processes. Serves as aprimary resource regarding guidelines, format, and interpretation of policy forannual procedures such as promotion and tenure, annual reviews, annual CVreports, sabbaticals, conflicts of interest (RNUA), academic integrity, and faculty hiring.
• Gathers and analyzes reports and data,performs research and analyses, establishing timelines and guidelines, and participating in implementing goals.
• Assists office staff with the coordination of events, including conferences, retreats, and other special events in the School.
• Coordinates the academic program review process for the School. Includes working with external reviewers (coordinating itinerary and travel planning), working with the Dean’s office and the Officeof the Provost to ensure compliance with campus policy.
• Manages planning and coordination as directed for the Annual and Five-Year Architectural Report for Accreditation with National Architecture Accrediting Board (NAAB). Keyboards material for Director and faculty assigned special sections of report when necessary.
• Reviews and acknowledge bi-weekly timesheets submitted in web time for Architecture support staff.
• Reviews faculty absence requests via theAVSL academic vacation and sick leave reporting app.
• Serves as the administrative secretary for faculty search committee meetings. Coordinates the schedule for candidate interviews and on-campus visits of faculty candidates. Prepares and distributes candidate itineraries.
• Maintains overall School calendar of operative and administrative deadline dates for planning. Notifies appropriate staff, faculty and administrative personnel of deadlines.
• Coordinates the School of Architecture Lecture Series. Arranging travel and lodging for lecture guests, faculty dinners, receptions for opening exhibits, payments (including honorariums and reimbursements), arrangements for printing of lecture series poster and mass mailing. Prepares all correspondence related to the Lecture Series, including items for inclusion on the school’s website.
• Arranges itineraries for special visitors tothe Illinois School of Architecture, including travel arrangements, lodging,agendas, etc.
• Coordinates gift letters on the director’sbehalf, sent from the…