Administrative Assistant - Student Success, Inclusion and Belonging (SSIB)

iFab Tech Hub; Urbana (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

Corn Refiners Association seeks an administrative leader to support the Associate Vice Chancellor for SSIB with executive calendar management, budgeting oversight, and complex office operations. The role also covers training, policy coordination, and serving as a liaison to faculty, staff, and external partners.

The position emphasizes confidentiality, policy compliance, and collaborative problem solving across Student Affairs and SSIB, with responsibilities spanning financial controls, vendor

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, oversee expenditures, reconcile transactions, manage multiple fund accounts, and make purchases using p-card, t-card, Banner requisition or iBuy. Review contracts and submit requisitions; prepare journal vouchers and financial reports; ensure compliance with policies.
• Manage day-to-day office operations; recommend administrative strategies; provide backup support; serve as Unit Security contact and backup Card Manager for SSIB; liaise with Facilities for maintenance and projects.
• Oversee training for administrative staff within SSIB; coordinate regular training meetings on university policies and procedures; act as resource person for staff of external units.
• Act as liaison between SSIB and faculty, students, staff, and community representatives; handle confidential issues; answer inquiries via phone, email, walk-ins; refer to appropriate offices.
• Maintain files containing office reports; represent the Associate Vice Chancellor for SSIB in meetings and committees; perform other duties as assigned.

Job description

Duties & 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.