Administrative Assistant (Projects Assistant)

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

Job summary

The University of Illinois System is seeking an Administrative Assistant (Projects Assistant) to coordinate and advance the EVP/VPAA Office's high‑priority initiatives in Urbana. You will support senior leadership, manage special projects, plan meetings and events, and ensure efficient office operations in a fast-paced environment.

Responsibilities include developing project plans, maintaining dashboards, triaging urgent requests, and synthesizing data for executive decisions.

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 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.

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%)

Skills

Project management

Executive support

Strategic initiatives

Confidentiality

Organizational skills

Analytical skills

Interpersonal skills

Travel ability

Education

Business, finance, accounting coursework

Associates degree

Bachelor's degree

Master's degree or higher

Job description

Administrative Assistant (Projects Assistant)

Exec VP & VP Academic Affairs

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

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%)

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 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.

Knowledge, Skills, and Abilities

• 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 Time Civil Service Administrative Assistant position. The expected start date is as soon as possible. Sponsorship for work authorization is not available for this position.

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.

System Human Resource Services

[phone]

[e-mail]

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