Administrative Assistant - Office of the Dean of Students

University of Illinois Urbana-Champaign•Urbana, IL

About The Position

The Administrative Assistant provides high-level administrative support to the Associate Vice Chancellor for Student Advocacy and Dean of Students. The role anticipates needs, coordinates complex activities, tracks priorities and commitments, and facilitates timely follow-through across the Office of the Dean of Students (ODOS) and its campus partnerships. It requires initiative, sound judgment, and discretion while helping align people, information, and operations in support of the office’s mission. The position manages the dean’s calendar and priorities; tracks commitments and follow-up; prepares files and reports; serves as a liaison to faculty, students, staff, and community representatives; and safeguards sensitive information. It provides coordination for the Council on Student Conduct Expectations and Accountability, including meetings, communications, records, reports, and the annual Student Code update and publication. The role also supports personnel processes, staff information and compliance, conferences, website content, equipment and operational recommendations, and day-to-day office operations. The position supports ODOS financial and budget operations in partnership with the Student Affairs Director of Budget and Finance. Duties include maintaining financial and administrative records, supporting budgets and monthly reconciliations, guiding units on financial practices, making purchases, processing contracts and requisitions, reconciling card transactions and reimbursements, completing journal vouchers, and potentially serving as backup Department Card Manager. Building and interdepartmental responsibilities include assessing office and space needs, maintaining property and key inventories, coordinating facilities work orders and service requests, and working with Facilities and Services on maintenance, renovation, and contractual work affecting the Turner and Arcade Student Services buildings. This is a 100% full-time Civil Service appointment on a 12-month basis. The expected start date is as soon as possible after December 1, 2026. The budgeted salary range is $78,000–$82,000. The position is not eligible for work-authorization sponsorship.

Requirements

High school graduation or equivalent.
Five years (60 months) total from the listed qualifying categories: college coursework in business, finance, accounting, or a related field, and/or progressively more responsible professional, managerial, and supervisory experience involving areas such as staff or job-function supervision, office operations coordination, and duties leading to knowledge of generally accepted office management principles.
Ability to learn, interpret, and apply organizational policies, procedures, rules, and regulations.
Ability to learn and apply organizational budgeting and financial procedures.
Ability to safeguard confidential and sensitive information and exercise discretion in situations with significant personal or organizational consequences.
Ability to exercise sound judgment, make effective decisions, and solve complex administrative and operational problems.
Knowledge of administrative support practices, office procedures, records management, and effective office operations.
Ability to communicate complex information clearly and effectively in individual and group settings.
Ability to manage competing priorities, meet frequent deadlines, and respond calmly and effectively to urgent or unexpected situations.
Ability to navigate complex organizational structures, policies, and processes and identify appropriate offices, resources, and decision-makers to resolve issues.
Ability to learn and use enterprise systems for facilities and space management; budgeting and financial reporting; expense reimbursement; procurement, purchasing, contracts, and asset management; event registration and scheduling; email distribution and communications; electronic forms and workflow; document and records management; and constituent and employee information.
Proficiency with commonly used word processing, email and calendar, spreadsheet, and collaboration applications.
Ability to work quickly and accurately while managing deadlines and periods of high workload.
Applications must include a cover letter, resume, contact information for at least three professional references, and transcripts if available.
Applications must be submitted through jobs.illinois.edu by 6:00 p.m. Central Time on November 12, 2026.

Responsibilities

Manage the Associate Vice Chancellor for Student Advocacy and Dean of Students’ calendar, priorities, and time commitments, anticipating needs and coordinating administrative details.
Prepare and maintain files and reports; track commitments, decisions, and requests; coordinate follow-up and help ensure timely, accurate completion.
Serve as a liaison between ODOS and faculty, students, staff, and community representatives, responding to inquiries and facilitating communication through phone, email, Microsoft Teams, Zoom, walk-ins, and appointments.
Provide administrative and coordination support for the Council on Student Conduct Expectations and Accountability, including monthly meetings, committee and University Senate communications, roster and minutes, reports, and annual Student Code updates and publication.
Safeguard confidential and sensitive information and exercise discretion and sound judgment.
Evaluate office operations, identify needs and inefficiencies, and recommend practical strategies and solutions.
Participate in personnel hiring, supervision, and evaluation decisions, including for front desk staff; approve timecards as directed; and may supervise designated staff, including student employees.
Accompany the dean to meetings as requested, support meeting outcomes, and represent the office on committees, work groups, and the Council on Student Conduct Expectations and Accountability.
Keep other office support staff informed about university policies and procedures and promote consistent practices and compliance.
Coordinate logistics for dean-hosted conferences, including advance communications, fee and registration tracking, room arrangements, directory preparation, and post-event follow-up.
Recommend equipment purchases and policy and procedure development, and advise on office operations improvements.
Maintain and update the ODOS website to keep information current and accurate.
Support ODOS financial and budget operations in partnership with the Student Affairs Director of Budget and Finance.
Maintain and retain departmental financial and administrative records, assist with property inventory records, and prepare other reports as assigned.
Help units develop program budgets and reconcile monthly accounting reports in consultation with unit staff.
Provide guidance and training to promote accurate, timely, and consistent financial practices across ODOS units, and support compliance with departmental and university policy.
Make purchases using p-card, t-card, Banner requisitions, iBuy, or vendor websites; submit procurement contracts and purchase requisitions; reconcile card transactions in Emburse and employee reimbursements; and complete journal vouchers.
May serve as backup Department Card Manager for p-card and t-card.
Coordinate day-to-day office operations and resolve routine operational issues.
Assess building and space needs and recommend improvements to the dean.
Maintain property inventory records and verify inventory biennially; coordinate acquisition entries, surplus equipment processing, and inventory transfers with the FABweb unit representative.
Liaise with Facilities and Services on maintenance, renovation, contractual work orders, and building service requests affecting the Turner and Arcade Student Services buildings.
Maintain the key inventory for the Turner Student Services Building and Arcade Building, tracking keys issued to and returned by employees.
Perform related duties as assigned.