Overview
Administrative Assistant Jobs in Thousand Oaks, CA at ZS
Office Administrator – School of Labor & Employment Relations, Labor Education Program
School of Labor and Employment Relations, Labor Education Program
Job Summary
Provides support to the Labor Education Program (LEP) and related faculty, staff, and events; works directly with the School business office to ensure compliance with University policies and procedures.
Duties and Responsibilities
Administrative Support of LEP Programs:
Directs and coordinates all logistical arrangements related to LEP programs, including securing housing, parking, catering and hospitality for program attendees.
Serves as a liaison between LEP and catering representatives at area hotels to set up future programs.
Identifies and secures meeting rooms and instructional needs for both participants and instructors.
Attends planning meetings and provide details pertinent to the program.
Creates and distributes program materials such as registration forms and confirmation letters, schedules, special event flyers, rosters and certificates, packets for Labor Advisory Board meetings, working with design contractors where appropriate to stay compliant with the UI brand standards and look professional.
Work with appropriate LEP staff and sponsoring unions to develop forms that are pertinent to the event and clearly understandable to the participants.
Submit contract request to appropriate University departments for event agreements between LEP and sponsoring unions.
Answers inquiries from participants and resolves registration problems that requires explanation of program policies and procedures.
Receives incoming mail and responds/distributes as appropriate interpreting unit policies and guidelines.
Maintains confidentiality of LEP database records which include information about participants as well as program faculty and staff.
Coordinate hiring and supervision of hourly and student employees to execute events.
Serves as a liaison between LEP and its client unions by providing to the client and the LEP Director periodic reports on the progress of preparations for the event, seeking their input if needed, and explaining university policies and procedures that may impact their event.
Order supplies and materials, including technology and equipment needs.
Event examples include workshops, educational events, summer schools, Labor Education Advisory Board meetings, Polk Conference.
Where applicable, enters student class registration data into the LEP database and/or manages the electronic. collection of registration data. Also provide reports on student program activity as requested by the LEP Director.
Prepare an annual report on LEP activities.
Prepares and sends out email updates on LEP programming to participants in the LEP database.
Maintains a centralized LEP Class Calendar.
Business Support of LEP Programs:
Ensure purchase orders are in place as appropriate.
Tracks program expenses and maintains database of costs, offering suggestions on keeping costs down.
Invoices participants and sponsors and collects fees. Make deposits in a timely manner in accordance with the university cash handling policies.
Makes budget projections for LEP conferences. Monitors fiscal transactions for programs. Prepares reports and budget projections.
Prepares travel reimbursement for conference and LEP program travel for faculty and staff in Chrome River following University policy and procedures; reconciles P and T Card for LEP staff and faculty.
Maintains spreadsheet to track fiscal transactions for LEP; responsible for payments to vendors and collection of invoice payments.
Maintains records of fiscal transactions involving all LEP accounts; initiate invoices, cash sales reports, car release forms, travel vouchers, monthly reports, annual grant/budget forms.
LEP Human Resources:
Enter and maintain appointments in HRFE for LEP adjunct, academic professional, PMCR Post Docs, Civil Service, and hourly employee groups. These appointments include new hires, account changes, payroll, and pay adjustments.
Serve as liaison with campus HR offices on HR processing issues. Responsibilities in this area require interpretation and communication of policy and procedure.
Work closely with new staff regarding new hire procedures, questions on benefits, and general employment questions.
Resolve appointment issues related to Campus and College HR policies (e.g., benefits, visas, SURS, Payroll, etc.).
Coordinates hiring for the Global Labor Studies Visiting Lecturers; Provides support for new-hire processes.
Additional Physical Demands
Travel and flexible hours may be needed to support some events in the State of Illinois.
Travel Requirements
0%
Minimum Qualifications
High school diploma or equivalent.
Any one of the following from the categories below:
Four (4) years (48 months) of work experience comparable to the third level of this series.
Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Knowledge, Skills and Abilities
Independent judgement to execute tasks, and good relationship-building skills.
The ability to locate, organize and convey detailed information orally or in writing is highly important, as is the ability to communicate effectively with individuals from many different backgrounds. Careful and accurate proof-reading and editing skills are necessary and the ability to follow through on a task independently is essential.
Proficiency in basic secretarial skills, including the operation of office equipment is essential. This position requires considerable computer skills; specifically, proficiency in Microsoft Word, Access and Excel, Adobe Acrobat and Photoshop, and BANNER (both HR and Finance modules).
Appointment Information
This is a 100% full-time Civil Service 3253 – Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 3/31/2025. The budgeted salary range for the position is $50,000 to $55,000 .
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on March 21st, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Brooke D’Urso ([email protected]). For questions regarding the application process, please contact 217-333-2137.
The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [email protected].
Requisition ID: 1029560
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
Title: Administrative Assistant
Company: ZS
Location: Thousand Oaks, CA
