Administrative Assistant (Projects Assistant)

University of Illinois Urbana-Champaign•Urbana, IL

6d•Onsite

About The Position

The Administrative Assistant (Projects Assistant) coordinates and advances the work of the Executive Vice President & Vice President of Academic Affairs (EVP/VPAA) Office under the direction of the Chief of Staff, supporting high-priority initiatives that advance the mission, vision, and strategic goals of the university system. The role is critical to ensuring operational effectiveness of the EVP/VPAA office and ensuring the success of various initiatives of the University of Illinois System and its three universities. The Project Management Assistant coordinates and manages special projects across the EVP/VPAA portfolio in support of senior leadership. Projects will be assigned by the Chief of Staff and may involve any topic of relevant interest to the administration. This position requires strong alignment with the University of Illinois System's mission, values and strategic vision, sound judgment, excellent analytical and problem-solving skills, and substantial comfort working in a complex, fast-paced environment. The Administrative Assistant will manage cross-functional projects, coordinate executive-level communications, ensure timely execution of deliverables, and support the Chief of Staff in managing emergent issues and overflow work.

Requirements

High school graduation or equivalent
Any one or any combination totaling five (5) years (60 months) from the following categories:a. 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)b. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principlesAs required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2.

Nice To Haves

At least five years of relevant professional experience, including project management, executive support, or strategic initiatives work with senior or executive level leadership preferably in higher education, non-profit or public sectors.
Experience with managing and coordinating projects.
Mature judgment and demonstrated ability to work independently, exercise discretion and maintain confidentiality.
Strong interpersonal, organizational, time management, and critical thinking and analytical skills; adaptability to meet changing demands; and ability to manage multiple competing priorities.
Ability to identify, research, analyze and address a wide variety of issues and problems in a high-volume and often fast-paced work environment.
Collegiality, approachability and diplomacy at all levels of an organization, included the ability to motivate and engage others.
Demonstrated ability to work with senior leadership and navigate complex organizational structures.

Responsibilities

Assist with special projects and initiatives including development of project plans and timelines, monitoring progress, and ensuring the execution and completion of deliverables.
Manage ongoing and ad hoc projects and initiatives as assigned by the Chief of Staff.
Support high-level meetings, retreats, and special events including agenda development, logistics, budget management, and follow-up.
Serve as a liaison between the EVP/VPAA Office and internal/external partners and guests.
Support operational planning for the EVP/VPAA Office, including workflow coordination, process improvement, documentation, and implementation of office procedures.
Maintain project records, shared files, dashboards, contact lists, and other tracking tools to ensure information is organized, current, and accessible.
Assist with intake, prioritization, and execution of emerging requests, ensuring urgent items are triaged appropriately and routine operational needs are handled efficiently in collaboration with Business Administrative Associate.
Conduct research, prepare briefing materials, and synthesize data to inform executive decision-making.
Manage key issues by seeking information and counsel, while keeping the Chief of Staff informed.
Assists as necessary to help solve problems in a positive and proactive manner ensuring collaboration with the relevant stakeholders and adherence to state and federal laws and policies of the University and Board of Trustees.
Performs such other duties as assigned by the Chief of Staff.