Assistant to the Associate Chancellor

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

University of Illinois Urbana-Champaign seeks an Executive Administrative Support professional to assist the Associate Chancellor and StratCom leadership. Responsibilities include managing complex calendars, coordinating meetings, handling inquiries, and maintaining confidential records.

The role also covers fiscal operations, HR support, and ensuring compliance with university policies. The position requires strong organizational skills, confidentiality, and the ability to supervise support

Qualifications

• Experience providing high-level administrative support to senior leadership.
• Ability to manage complex calendars, meetings, and agendas.
• Proven track record handling confidential information.

Responsibilities

• Provide high-level administrative support to the Associate Chancellor and StratCom leadership.
• Maintain complex calendars, schedule meetings, and coordinate agendas and materials.
• Serve as primary contact for the office.
• Respond to inquiries and route matters appropriately.
• Coordinate departmental meetings, and events, including logistics and materials.
• Maintain confidential files and records.
• Supervise support staff.
• Coordinate development, tracking, and reconciliation of StratCom budgets; monitor expenditures and provide financial updates to leadership.
• Prepare routine financial reports and maintain supporting documentation.
• Serve as unit resource for business and financial procedures.
• Department purchasing and travel card manager, unit security contact (USC) and group manager for access to websites, listservs, mailboxes and server.
• Approver of Emburse, FABWEB and submitted equipment, supplies and software purchases.
• Coordinate recruitment and employment activities for student, academic hourly, extra help, retiree/rehire, and professional staff, including hiring requests, search committee support, interview scheduling, and communication with hiring managers and candidates.
• Coordinate employee onboarding and offboarding, including communicating employment policies and procedures to new employees, scheduling onboarding activities with StratCom staff, and facilitating employee departures.
• Maintain confidential unit-level personnel and employment records, including employee files, applicant records, and other confidential HR documentation.
• Coordinate unit timekeeping, payroll, and leave activities, including timesheet review and approval for civil service non-exempt, academic hourly, and student employees, as well as assisting staff and supervisors with HR and payroll procedures and questions.
• Ensure operational activities comply with university policies, applicable laws and regulations and best practices in higher administration.
• Maintain a high degree of discretion and professionalism in handling confidential and sensitive matters.
• Develop and implement internal controls and processes to support compliance, transparency and accountability.

Skills

Calendar management

Executive support

Communication

Confidential data handling

Supervisory skills

Tools

Emburse

FABWEB

Job description

Duties Responsibilities

Executive Administrative Support

• Provide high-level administrative support to the Associate Chancellor and StratCom leadership.
• Maintain complex calendars, schedule meetings, and coordinate agendas and materials.
• Serve as primary contact for the office.
• Respond to inquiries and route matters appropriately.
• Coordinate departmental meetings, and events, including logistics and materials.
• Maintain confidential files and records.
• Supervise support staff.

Fiscal Business Operations

• Coordinate the development, tracking, and reconciliation of StratCom budgets; monitor expenditures and account balances and provide financial updates to leadership.
• Prepare routine financial reports and maintain supporting documentation.
• Serve as unit resource for business and financial procedures.
• Department purchasing and travel card manager, unit security contact (USC) and group manager for access to websites, listservs, mailboxes and server.
• Approver of Emburse, FABWEB and submitted equipment, supplies and software purchases.

Human Resources Support

• Serve as the primary liaison between StratCom and HR Partners, coordinating employment and FMLA requests, communicating unit policies and procedures, submitting hiring and employment actions, and providing organizational updates and resignation information.
• Coordinate recruitment and employment activities for student, academic hourly, extra help, retiree/rehire, and professional staff, including hiring requests, search committee support, interview scheduling, and communication with hiring managers and candidates.
• Coordinate employee onboarding and offboarding, including communicating employment policies and procedures to new employees, scheduling onboarding activities with StratCom staff, and facilitating employee departures.
• Maintain confidential unit-level personnel and employment records, including employee files, applicant records, and other confidential HR documentation.
• Coordinate unit timekeeping, payroll, and leave activities, including timesheet review and approval for civil service non-exempt, academic hourly, and student employees, as well as assisting staff and supervisors with HR and payroll procedures and questions.

Policy, Compliance, and Confidentiality

• Ensure operational activities comply with university policies, applicable laws and regulations and best practices in higher administration.
• Maintain a high degree of discretion and professionalism in handling confidential and sensitive matters.
• Develop and implement internal controls and processes to support compliance, transparency and accountability.