Administrative Assistant (Projects Assistant)

University-of-Illinoi; Urbana (IL); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life Insurance

Retirement Plan

Paid time Off

Tuition waivers

Job summary

The University of Illinois System in Urbana seeks an experienced Administrative Assistant (Projects Assistant) to coordinate and advance high-priority initiatives under the Chief of Staff, supporting the EVP/VPAA Office. This Civil Service, 100% full-time role demands strong judgment, analytical and problem-solving skills, and the ability to manage multiple projects in a fast-paced environment.

Responsibilities include developing project plans, coordinating meetings and events, maintaining

Qualifications

• High school graduation or equivalent.
• Five (5) years (60 months) from categories including college coursework in business, finance, accounting or related field (see categories) or progressively more responsible professional experience.
• Preferred: five years of relevant professional experience including project management, executive support, or strategic initiatives with senior leadership.

Responsibilities

• Assist with special projects and initiatives including development of project plans and timelines, monitoring progress, and ensuring the execution and completion of deliverables.
• Manage ongoing and ad hoc projects and initiatives as assigned by the Chief of Staff.
• Support high-level meetings, retreats, and special events including agenda development, logistics, budget management, and follow-up. Serve as a liaison between the EVP/VPAA Office and internal/external partners.
• Support operational planning for the EVP/VPAA Office, including workflow coordination, process improvement, documentation, and implementation of office procedures.
• Assist with intake, prioritization, and execution of emerging requests, ensuring urgent items are triaged appropriately.
• Conduct research, prepare briefing materials, and synthesize data to inform executive decision-making.
• Assists as necessary to help solve problems in a positive and proactive manner ensuring collaboration with stakeholders and adherence to laws and policies.
• Performs such other duties as assigned by the Chief of Staff.

Skills

Analytical skills

Problem solving

Judgment

Education

High school diploma or equivalent

Job description

Administrative Assistant (Projects Assistant)

Administrative Assistant (Projects Assistant)

Sponsorship for work authorization is not available for this position. Posting Category:System Office jobs such as this one are not eligible for the Referral Program.

The Administrative Assistant (Projects Assistant) coordinates and advances the work of the Executive Vice President & Vice President of Academic Affairs (EVP/VPAA) Office under the direction of the Chief of Staff, supporting high-priority initiatives that advance the mission, vision, and strategic goals of the university system. The role is critical to ensuring operational effectiveness of the EVP/VPAA office and ensuring the success of various initiatives of the University of Illinois System and its three universities. The Project Management Assistant coordinates and manages special projects across the EVP/VPAA portfolio in support of senior leadership. Projects will be assigned by the Chief of Staff and may involve any topic of relevant interest to the administration. This position requires strong alignment with the University of Illinois System's mission, values and strategic vision, sound judgment, excellent analytical and problem-solving skills, and substantial comfort working in a complex, fast-paced en

DUTIES AND RESPONSIBILITIES

• Assist with special projects and initiatives including development of project plans and timelines, monitoring progress, and ensuring the execution and completion of deliverables. Manage ongoing and ad hoc projects and initiatives as assigned by the Chief of Staff. (25%)
• Support high-level meetings, retreats, and special events including agenda development, logistics, budget management, and follow-up. Serve as a liaison between the EVP/VPAA Office and internal/external partners and guests. (20%)
• Support operational planning for the EVP/VPAA Office, including workflow coordination, process improvement, documentation, and implementation of office procedures. Maintain project records, shared files, dashboards, contact lists, and other tracking tools to ensure information is organized, current, and accessible. (20%)
• Assist with intake, prioritization, and execution of emerging requests, ensuring urgent items are triaged appropriately and routine operational needs are handled efficiently in collaboration with Business Administrative Associate. (10%)
• Conduct research, prepare briefing materials, and synthesize data to inform executive decision-making. Manage key issues by seeking information and counsel, while keeping the Chief of Staff informed. (10%)
• Assists as necessary to help solve problems in a positive and proactive manner ensuring collaboration with the relevant stakeholders and adherence to state and federal laws and policies of the University and Board of Trustees. (10%)
• Performs such other duties as assigned by the Chief of Staff. (5%)

Required:

• 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 job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

*As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2.

Preferred:

• At least five years of relevant professional experience, including project management, executive support, or strategic initiatives work with senior or executive level leadership preferably in higher education, non-profit or public sectors.
• Experience with managing and coordinating projects.
• Mature judgment and demonstrated ability to work independently, exercise discretion and maintain confidentiality.
• Strong interpersonal, organizational, time management, and critical thinking and analytical skills; adaptability to meet changing demands; and ability to manage multiple competing priorities.
• Ability to identify, research, analyze and address a wide variety of issues and problems in a high- volume and often fast-paced work environment.
• Collegiality, approachability and diplomacy at all levels of an organization, included the ability to motivate and engage others.
• Demonstrated ability to work with senior leadership and navigate complex organizational structures.
• Be in the office 4-5 days per week.
• Ability to travel occasionally.

APPOINTMENT INFORMATION
This is a 100% Full TimeCivil Service Administrative Assistantposition. The expected start date is as soon as possible.
System Office jobs such as this one are not eligible for the Referral Program.
The budgeted salary range for the position is $70,000.00 - $80,000.00. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.
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. Requests may be submitted through the reasonable accommodations portal, or by contacting the System Human Resource Services at 217-333-2600, or by emailing [e-mail] .

Requisition ID: 9001033
Job Category: Civil Service
Campus Location: Urbana

The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer. Background checks will be performed in compliance with the Fair Credit Reporting Act. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit System Human Resource Services website. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility .