Administrative Assistant

• Organizational Coordination and Project Planning
  • Manage calendars and complex scheduling for the Executive Director and Senior Associate Director for Facilities and Operations; coordinate calls/meetings and prepare agendas and supporting materials.
  • Responsible for primary logistical, financial, and volunteer coordination for the events and programs, including but not limited to annual Service Awards Luncheon, as directed by the Executive Director.
  • Responsible for working with the Team Acknowledgment and Recognition Committee to ensure successful execution of the program; providing debrief and recommendations to Committee and Executive Director.
  • Plan and coordinate senior leadership team meetings and events (retreats, recognition events, biweekly/quarterly meetings, Town Halls, webinars, trainings, workshops, etc.).
  • Responsible for attending, actively participating, and taking minutes from senior leadership team meetings to be shared with team members post-meeting, noting and tracking decisions made and action items.
  • Coordinate meeting arrangements and logistics (facilities, catering, entertainment, hotel blocks, printing, and advance distribution of briefing materials).
  • Serve as liaison and provide authoritative information/support to internal departments and external stakeholders (campus partners, tenants, community/state/regional/national contacts).
  • Coordinate involvement with professional organizations (e.g., ACUI, NACA, APPA) and related member meetings; coordinate with executive offices and their administrative staff for meeting logistics.
  • Manage and update organizational reference materials (biographical information for senior leaders and org charts).
  • Manage organization-wide operational calendar and track significant responsibilities/deadlines (regular events, programs, required reporting cycles); proactively notify leadership of upcoming deadlines.
• Administrative Support and Supervision
  • Function as the principal administrative support to the Executive Director and senior leaders, including confidential correspondence and report drafting.
  • Supervise/coordinate administrative support coverage: train, supervise and evaluate office support; support seasonal workflow planning and annual responsibilities.
  • Manage key contact lists and distribution lists for communications (website access, listservs, mail distributions, emergency communications).
  • Prepare and distribute sensitive internal personnel correspondence (e.g., salary and promotion communications).
  • Develop communications/publications with shared marketing services (announcements, letters, newsletters, promotional materials).
  • Manage branded materials and office supplies (research/order branded items; oversee organization-wide supply budget and distribution).
  • Other duties as assigned to fulfill the needs of the team.
• Financial and Travel Processing
  • Arrange travel logistics for the Executive Director and others as needed (itineraries, flights, hotels, off-site venues, meals, AV).
  • Prepare and submit travel reimbursements (review/scrutinize reimbursements for compliance with requests and budget).
  • Manage the organization-wide travel budget and tracking (annual travel proposals and projections; review/analyze travel requests for approval; maintain itemized travel/professional development expense records; monitor fiscal-year allocations).
  • Manage the New Strategic Initiative process, gathering data/proposals, confirms accurate estimates and documentation, coordinates presentation to senior leadership, notifies department heads of approval/denial and next steps to launch project, and tracks budgeted expenses
  • Oversight of general building supply inventory, ordering, and budgeting.

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   
   1. college course work in business, finance, accounting or a related field:
      
      1. 60 semester hours or an Associate's degree equals one (1) year (12 months)
      2. 90 semester hours equals two (2) years (24 months)
      3. 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      4. Master's degree or higher equals four (4) years (48 months)
   2. 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 of policies and procedures outlined in Campus Administrative Manual, working knowledge of OBFS policies, procedures, and related work flows.
• Ability to manage multiple, significant projects under tight deadlines in fast-paced work environment.
• Ability to demonstrate confidentiality.
• Professional language skills, grammar, and business writing skills in order to edit outgoing and internal communications, publications, and correspondence. Ability to independently compose correspondence. Accuracy and strong attention to detail.
• Administrative ability including maturity, sound judgment, problem-solving, initiative, and strong organizational skills.
• Ability to work in a busy environment with a variety of population, such as staff, students, visitors, and guests.
• Knowledge of general and specialized computer software: Office365, Teams, Publisher, PowerPoint and Adobe Acrobat.

This is a 100% full-time Civil Service 0171 - Administrative Assistant position, appointed on a 12-month basis.

• Salary Information: The budgeted salary for the position is $72,190 to $79,000 per year.
• Work Schedule: The expected work schedule for this position is Monday to Friday (8 am to 4:30 pm), with some evenings and/or weekends required
• Onsite Position: Work for this position will be onsite at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility Policy. Limited, short-term hybrid work may be approved by the supervisor under exigent circumstances.
• Sponsorship: This position is not eligible for any type of sponsorship for work authorization.

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

Applications must be received by 6:00 pm (Central Time) on July 15, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Shared AHW HR at iustaffdevelopment@mx.illinois.edu. 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.

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 accessibility@illinois.edu.

Requisition ID: 1036729

Job Category: Professional and Administrative

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