Administrative Assistant - Beckman Institute for Advanced Science and Technology

University of Illinois Urbana-Champaign•Urbana, IL

14h•Onsite

About The Position

The Administrative Assistant provides high-level administrative, operational, and strategic support to the Director and leadership team in advancing the Beckman Institute's mission and priorities. The position manages Director's Office operations, coordinates Director-led initiatives, and supports institute-wide efforts spanning research, administration, communications, facilities, and engagement. The role ensures organizational continuity, facilitates collaboration among internal and external stakeholders, and exercises significant initiative, discretion, independent judgment, and leadership in representing the Director and advancing institutional goals.

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 a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles.
Experience with university administrative procedures and policies.

Nice To Haves

Excellent computer skills, including experience with Microsoft Office applications (Word, Excel, PowerPoint), database applications, and/or web applications are preferred.
Ability to work independently and analyze and investigate a variety of problems and questions.
Ability to take initiative and prioritize work and projects in a fast paced, high-impact environment.
Ability to complete tasks in an efficient and effective manner.
A commitment to high standards and a high level of professionalism.
Ability to work effectively with faculty, staff, students, and the public.
Ability to organize and supervise the work of others.
Communicate effectively and respond appropriately to others' needs or concerns.

Responsibilities

Manage Director's Office and Associate Director’s operations, executive calendars, correspondence, priorities, and workflow.
Prepare Director-led briefings, presentations, reports, agendas, and background materials; monitor decisions and follow-up actions.
Coordinate Director and Associate Directors-led meetings, leadership retreats, reviews, symposiums, and institute-wide events, including logistics, documentation, and follow-up.
Serve as a primary point of coordination among leadership, faculty, staff, advisory groups, campus partners, and external stakeholders.
Coordinate implementation of Director-led strategic initiatives through project planning, milestone tracking, reporting, and performance monitoring.
Facilitate working groups and task forces advancing institute priorities and provide continuity for cross-departmental initiatives.
Coordinate onboarding, mentoring, recognition, and community-building programs that strengthen collaboration and engagement throughout the Beckman member lifecycle.
Monitor participation, assess outcomes, and prepare reports and recommendations to improve engagement initiatives.
Coordinate operational activities and communication among Beckman administrative and research units to support institute-wide objectives.
Support campus partnerships, external collaborations, and multi-stakeholder projects by coordinating activities, communications, and implementation efforts.
Maintain institutional records, databases, implementation documentation, and organizational knowledge; assist in resolving barriers affecting major initiatives.