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

University of Illinois Urbana-Champaign•Urbana, IL

About The Position

The Administrative Assistant supports the Associate Vice Chancellor for Student Success, Inclusion and Belonging (SSIB), oversees expenditures, assists with budget preparation and monitoring, and manages daily office operations. The position provides executive and administrative support to SSIB, helps ensure compliance with University and State policies, and serves as a liaison with University units, faculty, students, staff, and community representatives. It also supports staff training, financial reporting, office procedures, and confidential matters.

Requirements

High school graduation or equivalent.
A total of five years (60 months) from college coursework in business, finance, accounting, or a related field and/or progressively more responsible professional, managerial, and supervisory experience. Coursework is credited as follows: 60 semester hours or an associate degree equals one year; 90 semester hours equals two years; 120 semester hours or a bachelor's degree equals three years; a master's degree or higher equals four years.
Experience included in the five-year requirement must involve progressively responsible professional, managerial, or supervisory work, including areas such as supervising staff or a job function, organizing and coordinating office operations, and duties that develop knowledge of generally accepted office management principles.
Knowledge of and ability to navigate the University system, including University policies, procedures, rules, and regulations.
Understanding of internal budget procedures.
Excellent judgment and discretion, especially when handling confidential or sensitive information; strong decision-making and problem-solving abilities.
Knowledge of office administration, clerical procedures, and office routines and practices.
Excellent communication skills and ability to meet deadlines while producing high-quality work.
Ability to respond to emergencies calmly and professionally.
Working knowledge of BANNER, My UI Financials, Eddie, P-Card, T-card, Emburse, Facilities & Services, iBuy, and other UI enterprise applications.
Proficiency with Microsoft Word, Outlook, and Excel, as well as Webtools and FormBuilder.

Responsibilities

Provide executive support, calendaring, and time management for the Associate Vice Chancellor for SSIB; provide backup calendaring support for the Assistant Vice Chancellor for SSIB.
Assist with budget preparation and monitoring, oversee expenditures and timely payments, reconcile p-card and t-card transactions, and manage service fee, state, ICR, and gift accounts.
Make purchases using p-card, t-card, Banner requisitions, iBuy, or vendor websites; review vendor contracts and submit purchase-order requisitions.
Complete journal vouchers for SSIB reporting units and maintain financial statements and reports, including p-card, Eddie, and My UI Financials reports.
Interpret University and State policies and procedures and help ensure SSIB and its reporting units comply.
Manage daily office operations; recommend and implement administrative strategies; identify operational problems and recommend solutions.
Provide backup administrative support to SSIB units as needed and serve as Unit Security contact and backup Department Card Manager for SSIB.
Liaise with Facilities and Services regarding maintenance requests, renovation projects, and contractual work orders.
Oversee training for SSIB administrative support staff and provide training on office procedures and policy; coordinate regular meetings on current University policies and procedures.
Serve as a resource for staff of external units and liaise between SSIB and faculty, students, staff, and community representatives, exercising initiative, tact, and discretion.
Assist with highly confidential issues and serve as the first point of contact for internal and external inquiries about Student Affairs and SSIB programs via telephone, email, walk-ins, and appointments; refer inquiries to appropriate people and units.
Maintain office-report files requested by University divisions, including Space Reports, Fiscal Control and Internal Auditing Reports, and USC Access Reviews.
Represent the Associate Vice Chancellor for SSIB in meetings and committees as needed.
Perform other duties as assigned.