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

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

Student Success, Inclusion & Belonging

• 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.

Administrative Assistant Student Success, Inclusion & Belonging

Job Summary

Supporting the Associate Vice Chancellor for Student Success, Inclusion and Belonging (SSIB), oversee expenditures, assist with budget preparation and monitoring, and manage daily office operations.

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.

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

Knowledge, Skills and Abilities

• Knowledge and ability to navigate effectively within the University system.
• Knowledge of policies, procedures and rules and regulations of the University. An understanding of 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.

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 after 12/14/2026. The budgeted salary range for the position is $78,000 to $82,000.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

This position is not eligible for any type of sponsorship for work authorization.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Friday, November 20, 2026.

For further information about this specific position, please contact Keri Collins at [e-mail].

For questions regarding the application process, please contact 217-333-2137.

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.

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] .

Requisition ID

1038922

Job Category

Professional and Administrative

Apply at: https://jobs.illinois.edu