Office Administrator - Office of the Vice Chancellor for Research & Innovation

University of Illinois Urbana-Champaign•Champaign, IL

1d•Onsite

About The Position

This position requires in-person work on the Urbana-Champaign campus. The Office of the Vice Chancellor for Research & Innovation leads the university's research strategy; manages regulatory, administrative, compliance, and research support activities; and develops policies that guide the conduct of research. The OVCRI also oversees the campuswide interdisciplinary research institutes. This role provides high-level administrative and operational support to the Executive Associate Vice Chancellor for Research and Innovation (Finance and Administration), the Associate Vice Chancellor and Chief of Staff for Research and Innovation, and the Assistant to the Senior Vice Chancellor for Research and Innovation. The position requires significant initiative, independent judgment, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced executive environment while supporting the mission and strategic objectives of the Office of the Vice Chancellor for Research & Innovation.

Requirements

High school diploma or equivalent.
Four (4) years (48 months) of work experience comparable to the third level of this series.
Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Ability to communicate effectively with others.
Excellent interpersonal skills and professional acumen.
Extensive knowledge of PC-based tools, including Word, Excel, and database applications.
Ability to use discretion and maintain confidentiality in all business matters.
Ability to be self-motivated, prioritize tasks, and exercise good judgment.
Ability to work respectfully and effectively with staff, OVCRI administrators, campus administrators and staff, as well as external constituents.

Responsibilities

Provide primary administrative support to the Executive Associate Vice Chancellor and Associate Vice Chancellor/Chief of Staff.
Manage complex calendars, coordinate meetings, prioritize competing requests, and proactively resolve scheduling conflicts.
Exercise independent judgment in determining priorities, managing deadlines, and facilitating efficient workflow.
Serve as a key point of contact and liaison among campus units, university leadership, faculty, staff, external stakeholders, and visitors.
Prepare, review, edit, proofread, finalize, and route correspondence and other official communications.
Maintain confidential records and sensitive information with the highest level of discretion and ensure compliance with university policies and procedures.
Partner closely with the Assistant to the Senior Vice Chancellor to coordinate special projects, operational initiatives, and process improvement efforts.
Assist with the development, implementation, tracking, and continuous improvement of office systems, procedures, and information management practices.
Coordinate administrative support for committees, working groups, and strategic initiatives.
Maintain and organize shared electronic and physical filing systems to enhance efficiency and accessibility.
Provide backup support to the Assistant to the Senior Vice Chancellor and perform other duties as assigned.
Develop draft agendas, briefing materials, and meeting documentation for executive leadership.
Coordinate domestic and international travel arrangements and manage logistics for meetings, events, and visits involving campus leadership, external partners, peer institutions, government representatives, and international delegates.
Arrange catering, accommodations, transportation, and related event logistics while ensuring a professional and welcoming experience for guests.
Coordinate and support administrative operations, workshops, events, and programs for the Research Development Community and the Office of Proposal Development.
Monitor timelines, communications, registrations, and logistical arrangements to ensure successful program delivery.