POSITION SUMMARY

This selected candidate will coordinate a wide range of administrative activities of a highly responsible and confidential nature for the Director of Northern Illinois Programs and for the Director of Downstate Illinois Programs.

Hours/Shift/Work Schedule:  This position is a full time non-exempt position.  Hours worked: 8:00am – 4:30pm, Monday through Friday with occasional evening and weekend hours.

The internationally recognized Illinois Mathematics and Science Academy® (IMSA) develops creative, ethical leaders in science, technology, engineering, and mathematics. As a teaching and learning laboratory created by the State of Illinois, IMSA enrolls academically talented Illinois students (grades 10-12) in its advanced, residential college preparatory program. It also serves thousands of educators and students in Illinois and beyond through innovative instructional programs that foster imagination and inquiry (www.imsa.edu).

The Illinois Mathematics and Science Academy (IMSA) is committed to an equitable, diverse and inclusive teaching and learning environment. IMSA has committed to advancing equity in STEM education and representation and creating a diverse, inclusive community of global citizens who can realize their full potential, and execute our mission to advance the human condition.

This Equity and Excellence work is the intentional integration of Cultural Competence, Diversity, Equity, Equity-Minded Frame, Excellence and Inclusion into every facet of the Academy, with the understanding that it is an active and ongoing process involving structures, processes and people and not an isolated initiative

ESSENTIAL DUTIES AND RESPONSIBILITIES

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.

• Maintain and coordinate the program calendars and meetings, including a statewide outreach events calendar (external and internal)
• Prepare materials, organize logistics, reserve rooms for events, and provide the necessary follow-up
• Create and maintain all events registrations and registration materials
• Draft general communications and handling written correspondence for distribution that includes memos, charts, tables, graphs, reports, etc, including marketing communications (emails, flyers, etc.) regarding upcoming programming and collaborate with DEI for translation services for communications as needed
• Coordinate all administrative support and organizational work which includes arranging meetings, conferences, and travel; receive and screen telephone calls, letters, and/or visitors; routing or answering correspondence
• Assist in the formulation and tracking of individual program budgets, business planning, and related planning functions
• Process purchase orders/vouchers, check requests, work orders, inventory and other business forms including procurement.
• Prepare special reports; gather, summarize, and analyze data from a variety of different sources within and outside the department
• Collect and relay event programming data to the Office of Institutional Research for use in dashboard and legislative needs
• Organize, maintain, file, and retrieve program documents, records, and reports in paper and electronic versions.
• Assist with the planning, implementation, and management of various grants including required reporting, program enrollment management, and MOU/LOI/contract management for the different initiatives under these programs
• Coordinate the Credentials Transcript for IMSA scholars including enrollments and completions with distribution of results to students and their home schools
• Collaborate with the Office of Public Affairs to update the IMSA website
• Provide excellent customer service to families and other stakeholders as the first point of contact for all IMSA outreach programming
• Attend weekly facilities meeting
• Other duties as assigned

MINIMUM QUALIFICATIONS

• Associate’s Degree
• 3-5 years’ experience supporting senior level management or equivalent combination of education and work
• Strong knowledge of Microsoft Office Suite and Google Suite
• Exceptional organizational, problem-solving, and project management skills
• Excellent communication, collaboration, and interpersonal 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
• Establish and maintain positive professional working relationships with all IMSA constituents
• Ability to multi-task in a fast-paced changing environment

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Work is performed in an office setting with minimal exposure to health or safety hazards.  Substantial time is spent working on a computer. This role generally requires mobility, written and verbal communication, hearing and visual capabilities. However, reasonable accommodations, including assistive technology, may be made to enable qualified individuals with disabilities to perform such requirements.

COMPENSATION:

This is a full-time, non-exempt, employment-at-will position.  Salary range for this posision is $47,648.30 to $56,056.82 and commensurate with training and experience in like institutions. IMSA offers a comprehensive state benefits package (major medical, dental, and vision) with rates found here and a retirement plan through the State University Retirement System (SURS). Live-in accommodations include a furnished apartment (limited occupancy based on apartment size) and meal plan.

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.