Administrative Assistant - Beckman Institute for Advanced Science and Technology

University of Illinois at Urbana-Champaign; Urbana (IL); On-site; USD 80,000 - 92,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Retirement plan

Paid time off

Tuition waivers

Job summary

Beckman Institute for Advanced Science and Technology at the University of Illinois Urbana-Champaign seeks an Administrative Assistant to provide high-level support to the Director and leadership team. The role manages office operations, coordinates initiatives, and supports institute-wide activities across research, administration, communications, facilities, and engagement.

The successful candidate will exercise initiative, discretion, and leadership, maintain records, and facilitate

Qualifications

• High school diploma or equivalent.
• Five years of progressively responsible professional/administrative experience.
• Experience with university administrative procedures.

Responsibilities

• Support Director's Office operations, calendars, and correspondence.
• Prepare briefings, presentations, reports, and background materials.
• Coordinate meetings, leadership retreats, and institute events.
• Serve as liaison among leadership, staff, advisory groups, and external partners.
• Monitor initiatives and provide continuity for cross-department projects.

Skills

Work independently

Take initiative

Organize and supervise work

Communicate effectively

Professionalism

Team collaboration

Respond to stakeholders' needs

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Database applications

Web applications

Job description

Administrative Assistant - Beckman Institute for Advanced Science and Technology

Job Summary

The Administrative Assistant provides high-level administrative, operational, and strategic support to the Director and leadership team in advancing the Beckman Institute's mission and priorities. The position manages Director's Office operations, coordinates Director-led initiatives, and supports institute-wide efforts spanning research, administration, communications, facilities, and engagement. The role ensures organizational continuity, facilitates collaboration among internal and external stakeholders, and exercises significant initiative, discretion, independent judgment, and leadership in representing the Director and advancing institutional goals.

Duties & Responsibilities

• Executive Leadership Support and Director's Office Operations
  • Manage Director's Office and Associate Director's operations, executive calendars, correspondence, priorities, and workflow.
  • Prepare Director-led briefings, presentations, reports, agendas, and background materials; monitor decisions and follow-up actions.
  • Coordinate Director and Associate Directors-led meetings, leadership retreats, reviews, symposiums, and institute-wide events, including logistics, documentation, and follow-up.
  • Serve as a primary point of coordination among leadership, faculty, staff, advisory groups, campus partners, and external stakeholders.
• Strategic Initiative Implementation and Organizational Coordination
  • Coordinate implementation of Director-led strategic initiatives through project planning, milestone tracking, reporting, and performance monitoring.
  • Facilitate working groups and task forces advancing institute priorities and provide continuity for cross-departmental initiatives.
• Beckman Community Engagement and Organizational Development Programs
  • Coordinate onboarding, mentoring, recognition, and community-building programs that strengthen collaboration and engagement throughout the Beckman member lifecycle.
  • Monitor participation, assess outcomes, and prepare reports and recommendations to improve engagement initiatives.
• Cross-Functional Leadership Initiative Support
  • Coordinate operational activities and communication among Beckman administrative and research units to support institute-wide objectives.
  • Support campus partnerships, external collaborations, and multi-stakeholder projects by coordinating activities, communications, and implementation efforts.
  • Maintain institutional records, databases, implementation documentation, and organizational knowledge; assist in resolving barriers affecting major initiatives.

Minimum Qualifications

1. High school graduation or equivalent

2. Any one or any combination totaling five (5) years (60 months) from the following categories:

• 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)

B. 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.

3. Experience with university administrative procedures and policies.

Preferred Qualifications

Excellent computer skills, including experience with Microsoft Office applications (Word, Excel, PowerPoint), database applications, and/or web applications are preferred.

Knowledge, Skills and Abilities

• Ability to work independently and analyze and investigate a variety of problems and questions.
• Ability to take initiative and prioritize work and projects in a fast paced, high-impact environment.
• Ability to complete tasks in an efficient and effective manner.
• A commitment to high standards and a high level of professionalism.
• Ability to work effectively with faculty, staff, students, and the public.
• Ability to organize and supervise the work of others.
• Communicate effectively and respond appropriately to others' needs or concerns.

Appointment Information

This is a 100% full-time Civil Service Administrative Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after November 16, 2026. The salary range for this position is $80,000-$92,000 per year. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.

Sponsorship for work authorization is not available for this position.

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

Application Deadline

Applications must be received by 6:00 pm (CST) on October 20, 2026.

Contact

For further information about this specific position, please contact Beckman Institute Human Resources at [e-mail]. For questions regarding the application process, please contact 217-333-2137.

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.

About the University of Illinois Urbana-Champaign

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.

Benefits

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.

Equal Opportunity and Diversity

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].

Requisition ID: 1038689

Job Category: Professional and Administrative

Champaign-Urbana