Labor Center Administrative Services Specialist

Key Areas Of Responsibilities

• Coordinate, and implement program logistics for the Labor Center's on-campus and off-campus educational conferences.
• Handle all conference registration, classroom reservation, catering, print orders, housing block reservations, and honoraria for guest instructors.

Financial Responsibility

• Analyze, monitor, and report financial data.
• Initiate purchasing and travel vouchers.
• Reconcile monthly TDRs, submit purchases and transactions to USS, initiate travel expense vouchers for departmental staff who conduct off-campus programs, send program invoices, and track program income and expenses in proper MFKs.

Communications Management

• Develop and coordinate internal and external communications using tools such as Dispatch, Canva, Excel, and UI websites.
• Update website, assist in preparing mid-year and year-end report, send listserv emails.
• Write and design semi-monthly Dispatch e-newsletter; design program marketing flyers, website images, and social media memes; create social media content on program successes, and redesign constituent data collection systems to streamline updates from program registrations and returned emails and mail.

Strategic Planning

• Aid the Director in preparation and implementation of strategic fundraising and grant plans.
• Fundraising and grant applications administration;
• Fundraising campaign planning, developing, and tracking;
• Coordination of donations with UICA.
• Grant planning, such as developing systems to monitor possible grants and deadlines and assist PIs with awarded grants by organizing and preparing data for grant reports and coordinating with departmental finance and grant accounting to track actual vs projected expenses and review grant MFKs.
• Understanding university and grantor policies and assisting with compliance.

Information Management

• Serve as the central point of contact for all inquiries from members of the public, university faculty, students, media, and sponsors of educational programs.
• Refer calls and emails to appropriate staff; assist in resolving inquiries and develop and maintain tracking systems to ensure timely responses (ex: scheduling meetings with appropriate staff, researching the issue and providing relevant publications, and facilitating staff responses.)

Human Resources

• Provide functional supervision of student interns when they are assigned to assist with data entry, preparation of conference registration materials, grant data tracking, and other administrative functions.

Required Qualifications

• A Bachelor’s degree in Business, or other related field; or an equivalent combination of education and experience.
• Experience (a minimum of one year) providing a full spectrum of administrative support duties.
• Superior attention to detail, including excellent composition, editing, organizational and prioritization skills.
• Customer service experience.
• Excellent verbal and interpersonal communication skills.
• Extensive experience utilizing a variety of software including but not limited to Microsoft Office Suite (e.g. Outlook, Word, Excel, PowerPoint).

Desirable Qualifications

• Experience providing administrative support in a higher education environment.
• Working knowledge of institutional and departmental polices, processes and forms.
• Experience with Drupal or similar web-editing software.
• Experience developing and implementing basic surveys using Qualtrics or similar survey tool.