Administrative Assistant, Student Success & Belonging Ops

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 78,000 - 82,000; Full time

Job summary

Administrative Assistant for Student Success, Inclusion and Belonging at the University of Illinois Urbana-Champaign coordinates executive support for the Associate Vice Chancellor, oversees budgets, and manages daily office operations to ensure responsive service within Student Affairs.

The role involves training staff, maintaining records, and serving as a liaison with faculty, students, and external partners, with emphasis on discretion and compliance.

Qualifications

• Knowledge and ability to navigate effectively within the University system.
• Knowledge of policies, procedures and rules and regulations of the University and internal budget procedures.
• Ability to exercise excellent judgment and discretion, especially in handling confidential and/or sensitive information.
• Excellent decision-making and problem solving abilities.
• Knowledge of office administration and clerical procedures and office routines and practices.
• Excellent communication skills.
• Ability to meet deadlines with high quality work.
• Ability to respond to emergencies in a calm and professional manner.
• Working knowledge of Banner, My UI Financials, Eddie, P-Card, T-card, Emburse, Facilities & Services, iBuy, and other UI enterprise applications.
• Proficient knowledge of Microsoft Word, Outlook, Excel programs, Webtools & FormBuilder.

Responsibilities

• Provide executive support, calendaring, and time management for the Associate Vice Chancellor for SSIB, performing duties as required to respond to Student Affairs and University Administrative and fiduciary requirements. Provide back up support and calendaring for the Assistant Vice Chancellor for SSIB.
• Assist with budget preparation and monitoring, oversees expenditures assuring accuracy and timely payments, reconcile p-card/t-card transactions, and manage multiple fund accounts (service fee, state, ICR and gift). Make purchases using p-card, t-card, Banner requisition or via the iBuy website or other preferred vendor websites. Reviews departmental contracts with vendors and submits requisitions for purchase orders. Complete journal vouchers for SSIB reporting units. Report and maintain financial statements (including p-card, Eddie reports, My UI Financials, etc.). Interpret University and State policies and procedures; ensuring the SSIB and reporting units are in compliance.
• Manage day-to-day office operations. Recommend and implement administrative strategies for achieving unit goals. Identify operational problems and recommends solutions. Provide backup administrative support for SSIB units as necessary. Serve as Unit Security contact and back up Department Card Manager for SSIB. Serve as liaison with Facilities and Services for maintenance requests, renovation projects and contractual work orders.
• Oversee training for the administrative support staff within SSIB. Provide training support for SSIB staff (i.e., professional and clerical) on office procedures and policy. Coordinate regular training meetings on current university policies and procedures for office support staff. Serve as resource person for staff of external units.
• Act as a liaison between SSIB and faculty, students, staff, and community representatives, providing requested information on a variety of topics which require initiative, tact, and discretion. Assist with issues that are highly confidential. Serve a first point of contact for internal and external inquires on various programs within Student Affairs and SSIB via telephone, email, walk-in and appointments. Make referrals to appropriate individuals, offices, and units.
• Maintain files containing office reports as requested by the various university divisions (i.e., Space Report, Fiscal Control and Internal Auditing Report, USC Access Review, etc.).
• Represent the Associate Vice Chancellor for SSIB in meetings and on committees, as needed. (i.e., Search Committees, Convocation, Campus Charitable Fund Drive, etc.).
• Perform other duties as assigned.

Skills

Navigate university system

Policies & procedures

Judgment & discretion

Decision making

Office administration

Communication skills

Deadline management

Calm under pressure

UI enterprise apps

Microsoft Office

Education

High school graduation or equivalent

College coursework in business/finance/accounting or related field

60 semester hours or an Associate's degree equals 1 year

90 semester hours equals 2 years

120 semester hours or a Bachelor's degree equals 3 years

Master's degree or higher

Experience supervising staff or a unit

Tools

UI enterprise apps

Job description

Administrative Assistant for Student Success, Inclusion and Belonging at the University of Illinois Urbana-Champaign coordinates executive support for the Associate Vice Chancellor, oversees budgets, and manages daily office operations to ensure responsive service within Student Affairs.

The role involves training staff, maintaining records, and serving as a liaison with faculty, students, and external partners, with emphasis on discretion and compliance.