Job Summary

Duties & Responsibilities

• Assisting the Director and Assistant Director.
  • Making the Director and Asst. Director aware of day-to-day operations within the unit, having the familiarity to respond with appropriate course of action.
  • Acting as proxy for signing appropriate documents.
  • Drafting and composing correspondence and reports as directed.
  • Open, screen, and direct incoming correspondence.
  • Maintaining records, files and confidential documents.
  • Attending meetings in Director or Asst. Director’s absence.
  • Maintaining Director and Asst. Dir. calendars, notifying professional staff of deadlines.
• Manage and maintain all fiscal records; including the recording of fiscal transactions and funding involving a variety of accounts and providing summaries of current financial status related to proposed expenditures.
  • Providing advice regarding day-to-day fiscal decision by keeping track of the units budget.
  • Reconciling all P & T card activity in the appropriate systems for all members of the center.
  • Serving as the contact person regarding co-sponsorship among other units on campus.
  • Processing contracts for services and speakers.
  • Conducting research and troubleshooting any issues.
• Greet visitors, screen calls, provide general information, and disseminate policy and procedure information. Respond to inquiries, and act as personal liaison between professional staff and other units. Making appropriate referrals and appointments as needed with staff members.
• Assist the Assistant Director with the recruitment, review, and selection of the hiring process of the GSRC’s undergraduate student interns/ staff.
• Manage the coordination and scheduling of the GSRC volunteers for GSRC events, programming, etc.
• Arrange University business travel and lodging accommodations for staff and guests, prepare and maintain expense reports for principal(s)
• Manage the coordination and scheduling of workshops and other events by reserving space and equipment, reviewing policies and procedures, contracting with speakers, getting cost estimates, etc.
• Maintain a well-stocked workplace, orders food for all events and orders office and resource center supplies using iBuy, T-Card and P-Card appropriately.
• Perform related duties as assigned by principle or necessary for the performance of this position.

Minimum Qualifications

• High school diploma or equivalent.
• Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills and Abilities

• Excellent organizational skills, ability to work with a wide variety of individuals, and an ability to operate office computers and other related equipment. An interest in and ability to learn new software applications are desirable.
• Attuned to the sensitive nature of working with individuals that self­ identify as LGBTQ+ or in the process of coming out and/or transitioning by fostering an environment that is open, safe and inclusive for people of all sexualities and gender identities.
• The ability to exercise judgment while managing and prioritizing work activities within the Gender and Sexuality Resource Center.
• Understanding of confidentiality and sensitivity required in dealing with students, student records and other information pertaining to their cases or situations.
• Exceptional interpersonal skills required for daily interactions, both verbal and written with students, alumni, faculty, staff and community members.
• Knowledge of Microsoft Word, Excel, Outlook, Banner, EDDIE, iBuy, TEM, Chrome River, P-Card & T-Card applications.
• Familiarity with the University of Illinois at Urbana-Champaign and its policies and procedures.
• Ability to function independently and manage the day-to-day operations of the Gender and Sexuality Resource Center under the authority of the Director.