Administrative Assistant - College of Business Administration

University of Illinois Chicago•Chicago, IL

11h•$71,877 - $76,284•Onsite

About The Position

The Administrative Assistant provides administrative and organizational support to departmental leadership, faculty, and staff in the College of Business Administration. The role supports course scheduling and other academic and administrative operations, maintains awareness of departmental procedures, deadlines, and operational needs, and assists with day-to-day office activities and special projects. The position manages confidential administrative, personnel, candidate, financial, purchasing, and contract records and serves as a liaison among departmental faculty, staff, candidates, vendors, and University offices. The position coordinates candidate visits, new-hire itineraries and onboarding schedules, travel, meetings, meals, equipment needs, and related logistics. It also supports departmental fiscal activities, including reimbursement processing, P-Card/T-Card reconciliation, purchase orders, budget tracking, expense reconciliation, grant fund monitoring, budget reports, and funding transfer or reallocation requests. The Administrative Assistant prepares and reviews communications, itineraries, schedules, travel and purchasing documentation, reports, and other administrative materials. The role may interview, hire, orient, lead, mentor, and evaluate staff, and may guide or train student workers, extra-help, or other support staff as assigned. The position is on-site in Chicago, Illinois, with a day shift and a schedule of 7.5 hours per day. Illinois residency is required within 180 days of employment. The salary range is $71,877–$76,284 annually, commensurate with experience. The position is intended to be eligible for benefits.

Requirements

High school graduation or equivalent.
Any one or combination totaling five years (60 months) of qualifying college coursework and/or progressively more responsible professional, managerial, and supervisory experience.
Qualifying coursework is in business, finance, accounting, or a related field. 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.
Qualifying experience includes supervising staff or a job function, organizing and coordinating office operations, and performing duties that provide knowledge of generally accepted office management principles.
Illinois residency within 180 days of employment.

Responsibilities

Provide high-level administrative and operational support to departmental leadership, faculty, and staff, including coordinating course scheduling and supporting academic and administrative operations.
Coordinate day-to-day administrative activities, track deadlines, prepare documentation, support departmental workflows, and assist with operational needs.
Monitor deadlines for travel, purchasing, expense reconciliation, contracts, budget reports, positive time reporting, onboarding, candidate visits, equipment requests, and other processes.
Assist with reviewing, updating, and following departmental procedures to ensure timely completion of required tasks.
Coordinate candidate visits, new-hire itineraries, physician travel, meetings, meals, onboarding schedules, equipment needs, and related logistics.
Support departmental activities, recruitment visits, faculty needs, and operational projects by scheduling participants, confirming details, preparing materials, and tracking follow-up items.
Collaborate with the unit business manager to maintain fiscal controls and support leadership and faculty with reimbursement requests.
Reconcile P-Card/T-Card transactions, process purchase orders, and assist with fiscal documentation.
Prepare, review, and finalize departmental communications, itineraries, schedules, travel documentation, purchasing documentation, reimbursement materials, reports, and other administrative documents.
Draft communications about candidate visits, new-hire coordination, travel logistics, purchasing follow-up, and departmental operations as directed.
Manage day-to-day office operations.
Interview, hire, orient, lead, mentor, and evaluate staff to meet departmental and organizational needs.
Provide guidance or training to student workers, extra-help, or other support staff as assigned.
Perform other related duties and participate in special projects as assigned.