Administrative Assistant - Auxiliary, Health & Wellbeing

University of Illinois Urbana-Champaign•Urbana, IL

5d•$78,000 - $82,000

About The Position

The Administrative Assistant provides administrative support to the Associate Vice Chancellor for Auxiliary, Health, and Wellbeing and the Director for Auxiliary, Health, and Wellbeing, with backup support for the Vice Chancellor for Student Affairs. The role manages the Associate Vice Chancellor’s time and commitments and assists with carrying out leadership responsibilities. It is a 100% full-time Civil Service position appointed on a 12-month basis. The expected start date is as soon as possible after December 7, 2026, and the budgeted salary range is $78,000–$82,000. The position coordinates executive calendars, correspondence, meetings, travel, and reimbursements; processes campus alcohol approvals and liquor-license renewals; supports student fee review and Repair and Replacement processes; and assists with senior-level searches. It also handles sensitive information, prepares reports and salary letters, maintains personnel files, and responds to questions from students, staff, parents, and others. The role requires independent judgment, discretion, strong communication and problem-solving skills, and the ability to work effectively with university constituencies and the public.

Requirements

High school graduation or equivalent.
Five years (60 months) in total from the stated qualifying combinations of college coursework in business, finance, accounting, or a related field and progressively more responsible professional, managerial, and supervisory experience.
Qualifying coursework credit is counted 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; and a master’s degree or higher equals four years.
Progressively more responsible experience must include areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that build knowledge of generally accepted office management principles.
Knowledge of office administration principles, practices, methods, and techniques, including current computer technology.
Working knowledge of campus and Student Affairs organizations and programs.
Excellent communication skills and thorough command of grammar, spelling, and punctuation.
Ability to craft executive-level messages and reports.
Ability to work independently and exercise good judgment with minimal supervision.
Ability to complete tasks efficiently and effectively.
Exceptional decision-making and problem-solving skills.
Professionalism and ability to interact and work well with others.
Working knowledge of University and State policies, procedures, rules, and regulations.
Ability to work effectively with faculty, staff, students, and the public.
Commitment to high standards and a high level of professionalism.

Nice To Haves

Excellent computer skills, with experience in Microsoft 365, including Word, Excel, PowerPoint, database applications, and/or web applications.

Responsibilities

Manage the Associate Vice Chancellor’s calendar, using independent judgment to prioritize meetings and appointments and make effective use of time.
Serve as liaison between the Associate Vice Chancellor and direct reports.
Provide backup support for the Vice Chancellor’s assistant in managing the Vice Chancellor’s calendar.
Accept, review, and process campus-wide Alcohol Approval Forms and respond to questions about the Campus Alcohol Management Policy.
Coordinate annual renewals of liquor licenses held by campus units and oversee applications for new licenses.
Schedule meetings; gather, edit, and distribute materials; and draft final reports.
Schedule and prepare agendas for director meetings, monthly committee meetings, and other meetings; attend, document, and distribute meeting notes as requested.
Assist with the annual student fee review and Repair and Replacement processes.
Support Associate Vice Chancellor- and Director-level searches in collaboration with Student Affairs Human Resources, including booking finalist interview locations, ordering meals, coordinating travel and hotels, and reconciling expenses.
Identify sources and obtain sensitive or confidential information for reports and correspondence for the Associate Vice Chancellor and Vice Chancellor.
Read and prioritize incoming mail, draft responses as appropriate, and keep the Associate Vice Chancellor informed of daily messages.
Draft and edit correspondence and email messages for the Associate Vice Chancellor.
Arrange travel and process reimbursements for the Associate Vice Chancellor, the Director for Auxiliary, Health and Wellbeing, and campus guests.
Prepare annual salary letters and maintain personnel files for the leadership team, including supporting the annual evaluation process.
Provide information to students, staff, parents, and others; answer questions; determine methods and solutions for tasks; and obtain information needed to solve problems.
Perform other duties as required or assigned.