Administrative Assistant (Projects Assistant)

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

Benefits offered by this job

Benefits package

Job summary

University of Illinois Urbana-Champaign seeks an Administrative Assistant (Projects Assistant) to support the EVP/VPAA office and advance high-priority initiatives. You will coordinate cross-functional projects, prepare briefing materials, and assist with meetings, logistics, and communications under the Chief of Staff.

Ideal candidates bring strong project management, confidentiality, and problem-solving skills, and are comfortable in a fast-paced university environment, with a commitment to

Qualifications

• High school graduation or equivalent; degree/work experience in business or related field may count toward experience.
• College coursework in business/finance or related area can supplement experience.
• Progressively responsible professional experience in office management and coordination is valued.

Responsibilities

• Coordinate and advance high-priority initiatives for EVP/VPAA office.
• Support meetings, events, logistics, budget management and liaison work.
• Maintain project records, dashboards, and tracking tools for organized information.
• Triaging requests with Business Administrative Associate and ensuring timely execution of deliverables.
• Prepare briefing materials and synthesize data for executive decision-making.
• Assist in adherence to applicable laws and university policies; collaborate with stakeholders.
• Perform other duties as assigned by the Chief of Staff.

Skills

Project management

Confidentiality

Independent work

Organizational skills

Analytical thinking

Communication

Education

High school diploma or GED

College coursework in business/finance

Bachelor's degree or higher (preferred)

Job description

Exec VP & VP Academic Affairs

Sponsorship for Work authorization is not available for this position.

Job Summary

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 environment. The Administrative Assistant will manage cross-functional projects, coordinate executive-level communications, ensure timely execution of deliverables, and support the Chief of Staff in managing emergent issues and overflow work.

Duties & 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 and guests.
• 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.
• 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.
• 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.
• 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.
• Performs such other duties as assigned by the Chief of Staff.

Minimum Qualifications

• High school graduation or equivalent 2. Any one or any combination totaling five (5) years (60 months) from the following categories: a. 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) b. 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 Qualifications

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 occasionaly.

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. The budgeted salary range for the position is $70,000 to $80,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. System Office jobs such as this one are not eligible for the Referral Program. For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

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] .