Administrative Assistant - Auxiliary, Health & Wellbeing

University of Illinois Urbana-Champaign; Urbana (IL); Presencial; USD 78.000 - 82.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health insurance

Dental insurance

Vision insurance

Life insurance

Retirement plan

Paid time off

Tuition waivers

Descripción de la vacante

University of Illinois Urbana-Champaign’s Office of the Vice Chancellor for Student Affairs is seeking an Administrative Assistant to provide administrative support to the Associate Vice Chancellor for Auxiliary, Health, and Wellbeing and back‑up support for the Vice Chancellor’s Office.

The role involves calendar management, meeting coordination, travel arrangements, and preparation of reports and correspondence.

Formación

• High school graduation or equivalent.
• Five (5) years (60 months) from categories including college coursework in business, finance, accounting or related field; scale of 60 semester hours = 1 year, 90 hours = 2 years, 120 hours or a Bachelor's = 3 years, Master's or higher = 4 years.
• Progressively more responsible professional, managerial and supervisory experience including supervising staff, organizing and coordinating office operations, and knowledge of office management principles.

Responsabilidades

• Manage the Associate Vice Chancellor’s calendar and act as liaison with direct reports.
• Process Alcohol Approval Forms and coordinate liquor licenses renewals.
• Schedule meetings, edit materials, and draft final reports.
• Prepare agendas and meeting notes for director and committee meetings.
• Coordinate yearly student fee review and Repair and Replacement processes.
• Assist with searches for AV and Director level roles including travel, meals, and reconciliations.
• Gather information for reports, handle confidential correspondence.
• Prioritize mail, draft responses, and manage daily communications.
• Arrange travel and reimbursements for leadership and guests.
• Prepare salary letters and maintain personnel files for leadership team.

Educación

High school diploma

Herramientas

Microsoft 365

Word

Excel

PowerPoint

Database applications

Web applications

Descripción del empleo

Office of the Vice Chancellor for Student Affairs

Job Summary

Provides administrative support to the Associate Vice Chancellor for Auxiliary, Health, and Wellbeing, Director for Auxiliary, Health, and Wellbeing, and back-up support for the Vice Chancellor for Student Affairs. Organizes the Associate Vice Chancellor’s time and commitments, and assists them in carrying out their duties

Duties & Responsibilities

• Primary responsibility for managing the Associate Vice Chancellor’s calendar, exercising independent judgement and initiative in determining priorities and effective utilization of time for meetings and appointments. Serve as liaison between the Associate Vice Chancellor and their direct reports. Act as back-up to the Vice Chancellor’s assistant in managing the Vice Chancellor’s calendar.
• Accept, review, and process campus-wide Alcohol Approval Forms; respond to inquiries regarding the Campus Alcohol Management Policy. Coordinate the annual renewal of liquor licenses held by campus units; oversee the application process for new licenses.
• Schedule meetings, gather, edit and distribute materials, and draft final reports.
• Schedule, prepare agendas, attend, document, and distribute meeting notes for director meetings, monthly committee meetings, and other meetings as requested by the Associate Vice Chancellor or Director.
• Assist with the coordination of the yearly student fee review and Repair and Replacement (R&R) processes.
• Assist with the search process for Associate Vice Chancellor and Director level searches in collaboration with Student Affairs Human Resources by booking locations for finalist interview schedules, ordering meals as needed, coordinating all travel and hotel accommodations, and reconciling all expenses at the end of the search process.
• Identify sources and obtain information, often of a sensitive and/or confidential nature, for the Associate Vice Chancellor and the Vice Chancellor as needed for report and correspondence preparation.
• Read and prioritize incoming mail for the Associate Vice Chancellor, draft responses as appropriate, and keep the Associate Vice Chancellor apprised of daily messages. Draft and edit correspondence/email messages for the Associate Vice Chancellor, as needed.
• Make travel arrangements and process reimbursements for the Associate Vice Chancellor, the Director for Auxiliary, Health and Wellbeing, and guests visiting campus.
• Prepare annual salary letters and maintain personnel files for the Associate Vice Chancellor for Auxiliary, Health, and Wellbeing leadership team, including the annual evaluation process.
• Provide information to students, staff, parents, etc. Answer questions, determine methods and solutions to accomplish tasks, and acquire information needed to solve a variety of problems. Perform other duties as required or assigned.

Minimum Qualifications

• High school graduation or equivalent
• Any one or any combination totaling five (5) years (60 months) from the following categories:
  • college course work in business, finance, accounting or a related field:
    • 60 semester hours or an Associate's degree equals one (1) year (12 months)
    • 90 semester hours equals two (2) years (24 months)
    • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
    • Master’s degree or higher equals four (4) years (48 months)
  • progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

Preferred Qualifications

• Excellent computer skills, with experience in Microsoft 365 including Word, Excel, PowerPoint, database applications, and/or web applications.

Knowledge, Skills and Abilities

• Knowledge of principles, practices, methods and techniques of office administration, including use of current computer technology.
• Working knowledge of campus and Student Affairs organizations and programs.
• Excellent communication skills; thorough command of grammar, spelling, and punctuation.
• Ability to craft executive level messages and reports.
• Ability to work independently and exercise good judgement with a minimum of supervision.
• Ability to complete tasks in an efficient and effective manner.
• Exceptional decision-making and problem-solving skills.
• Professionalism; ability to interact and work well with others.
• Working knowledge of the University and State policies, procedures, rules, and regulations.
• Ability to work effectively with faculty, staff, students, and the public.
• A commitment to high standards and a high level of professionalism.

Appointment Information

This is a 100% full-time Civil Service 0171 - Administrative Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after 12/7/2026. The budgeted salary range for the position is $78,000 - $82,000.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

This position is not eligible for any type of sponsorship for work authorization.

At the University of Illinois Urbana-Champaign - the state’s flagship public university and one of the world’s leading research institutions - every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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 accommodation portal , or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail].