"Administrative Aide - Gies College of Business, OVOE"

Administrative Aide - Gies College of Business, OVOE

Origin Ventures Office of Entrepreneurship

Job Summary
Under minimal supervision, the Administrative Aide manages day-to-day operations and office management support for the Origin Ventures Office of Entrepreneurship and its programs. This position provides administrative support for the Associate Dean of Entrepreneurship and coordinates the business operations and financial activities of the unit. The Administrative Aide is expected to work independently, set priorities for tasks and be able to adapt to changing needs.

Duties & Responsibilities

• Manage the Origin Ventures Office of Entrepreneurship (OVOE)'s day-to-day operations.
  • Serve as primary contact to Gies BUS Partners collaborating on procurement, inventory, and expense reimbursements needed for OVOE by initiating transactions and providing necessary information and documentation in accordance with University and College policies and procedures.
  • Manage the day-to-day calendar, correspondence, electronic documentation, travel, and meeting scheduling for the Associate Dean.
  • Evaluate requests for appointments for the Associate Dean being mindful of other commitments, exercise judgement and initiative in determining priorities and utilization of time.
  • Responsible for Facilities and Services work orders as well as Gies College of Business Space requests for unit events.
  • Create reservation process and manage space reservations for the conference room in Office Suite.
  • Responsible for General reception which includes triaging phone calls and answering questions for people that come into the office seeking help, along with other office needs as assigned.
  • Manage overall office activity for maintenance of office equipment and facilities, office supplies and ordering, and submitting work orders.
  • Assist with event and meeting scheduling, set-up and logistics.
  • Manage Office Suite and student access to the suite.
  • Book travel for OVOE staff and conduct reimbursements.
• Perform and assume responsibility over specialized administrative tasks within OVOE.
  • Work closely with the Senior Director of Entrepreneurship and Director of iVenture Accelerator to track program participation and outcomes.
  • Work closely with the Senior Director of Entrepreneurship on logistics when launching new programs and initiatives as well as manage logistics for current program offerings.
  • Request student stipends through the REU (Research Experience for Undergraduates) program by collecting required information and supporting documentation, ensuring all materials are submitted to the Graduate College for the processing of the stipends.
  • Gather and provide the required information and supporting documentation to Gies Financial Management Partners to initiate and facilitate capacity funding requests for student founder teams.
  • Maintain databases, spreadsheets, files, etc. that are used to collect and prepare material necessary for the final preparation of reports and correspondence and that are used to manage all programs.
  • Obtain, verify, or clarify factual information for the Associate Dean on various issues and topics.
• Serve as liaison and point-of-contact between the Origin Ventures Office of Entrepreneurship and Gies HR Partners.
  • Act as a liaison and collaborate with Gies HR Partners regarding OVOE employment requests.
  • Provide administrative support to OVOE management and staff with hiring of student and professional staff, including internal recruitment of search committees.
  • Communicate unit policies and procedures regarding employment to new employees as directed by supervisor.
  • Attend College HR meetings on behalf of unit to stay abreast of new processing rules and regulations
  • Submit unit organizational chart updates to HR Partner as directed by supervisor.
• Other duties as assigned

Minimum Qualifications

1. High school graduation or equivalent
2. 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 general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Preferred Qualifications

Ability to travel occasionally within the state (approximately 1-2 days, 4-6 times per year) to assist with on-site event logistics in locations such as Chicago. Candidates without travel capability will still be considered.

Knowledge, Skills and Abilities
* Ability to communicate effectively with others, including interacting in a professional and positive manner with individuals from a wide range of backgrounds, identities, perspectives, and roles, such as staff, faculty, students, and campus partners.

* Ability to work collaboratively with others and assist with the facilitation of various projects.

* Ability to show initiative, attention to detail, and resolve complex problems that arise.

* Knowledge of campus and university offices.

* Experience using University business systems such as Banner, P-Card, and T-Card

* Ability to work some night and weekend events

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible after 4/12/2026. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. The budgeted salary range for the position is $50,000 to $60,000. This position is not eligible for any type of sponsorship for work authorization.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

For more information about Gies Business, visit https://inside.giesbusiness.illinois.edu/work-at-gies.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on March 19, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting, and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your resume, including all relevant experience. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact rgoben@illinois.edu. For questions regarding the application process, please contact 217-333-2137.