Illinois Mathematics and Science Academy

  • Part-time Admin Support Assistant, Information Resource Center

    Job Locations US-IL-Aurora
    Posted Date
    1 month ago(1 month ago)
  • Overview

    The individual is responsible for providing the infrastructure and back up needed by the Information Resource Center (IRC) team to succeed in offering relevant and up-to-date resources, services and programs to the greater IMSA community.

    This position will support IMSA's Diversity Stance by ensuring the delivery of quality, equitable, and inclusive constituent-centered support while promoting and maintaining an inclusive work environment and culture that embraces the diversity of people and perspectives collaborating at IMSA to ignite and nurture creative, ethical, scientific minds that advance the human condition.



    Hours/Shift/Work Schedule:  As a part-time, non-exempt employee, the incumbent is expected to work a set schedule of 20 hrs/week; typically, M - F 1:00P..M. - 5:00 P.M



    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.


    • Coordinate all administrative support and organizational work which includes schedule appointments and arrange meetings, conferences, and travel; receive and screen telephone calls, letters, and/or visitors; composing routine letters and memoranda.  Routing or answering correspondence not requiring supervisor’s attention.
    • Assist in the formulation and tracking of the department budget, business planning and related planning functions.
    • Process purchase orders/vouchers, check requests, work orders, inventory and other business forms including procurement.
    • Organize, maintain, file, and retrieve program documents, records, and reports in paper and electronic versions.
    • Operate standard office equipment such as telephone, computer and calculator on a frequent basis.
    • Composing drafts of all correspondence that includes typing and designing correspondences, memos, charts, tables, graphs, etc.
    • Demonstrate a willingness to serve as an active and contributing member of the Academy
    • Establishing and maintaining positive professional working relationships with all IMSA constituents
    • Maintains and documents communication with 50+ vendors.
    • Complies and regularly updates usage data for 85 databases.
    • Acquires, processes and maintains online database for the library's 80 print periodicals.
    • Collates data from the IRC survey.
    • Maintains print/online files
    • Provides back up at Check-out Desk.
    • Troubleshoots and services printers and copiers.
    • Other duties as assigned



    • High School Diploma
    • 3 years professional experience
    • Strong knowledge of Microsoft Office Suite
    • Exceptional organizational, problem-solving and project management skills
    • Excellent communication and interpersonal skills
    • Strong interpersonal, collaboration and communication skills
    • Strong emotional intelligence that demonstrates solid judgment and emotional resiliency
    • Demonstrated ability to work inclusively with individuals from a diversity of thought and backgrounds
    • Strong commitment to providing outstanding customer service
    • Demonstrate a willingness to serve as an active and contributing member of the Academy
    • Establishing and maintaining positive professional working relationships with all IMSA constituents
    • Ability to multi-task in a fast-paced changing environment



    • Associates
    • Experience with educational programs
    • Experience in a State agency
    • Bilingual English-Spanish preferred



    Work is performed in an office setting with minimal exposure to health or safety hazards. Substantial time is spent working on a computer.  This is sedentary work which requires the following physical activities: sitting, walking, bending, stooping, finger dexterity, repetitive motions, talking, hearing and visual acuity.



    The Illinois Mathematics and Science Academy provides equal employment opportunities to all applicants and employees without regard to race, color, religion, gender, gender identity or expression, sexual orientation, age, national origin, ancestry, citizenship status, pregnancy, disability, genetic information, marital status, political affiliation, amnesty, arrest record, military status, unfavorable discharge from the military or status as a covered veteran in accordance with applicable federal, state and local laws.


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