Administrative Assistant

Illini Union

Applications are now being accepted for the Administrative Assistant, Illini Union position at the University of Illinois at Urbana-Champaign.

As the community center of the University, the Illini Union draws together all members of the University with approximately 16,000 visits of students, faculty, staff, alumni, and guests on a daily basis. We are seeking individuals with varying backgrounds who can help create and foster communities that strive toward this vision. This includes supporting the academic mission of the University by developing environments conducive to student learning and academic success, respecting, appreciating, and advocating for our student population, and supporting the holistic development of all our students.

Job Summary

Serves as the assistant for the Executive Director and oversees the organization, coordination, and execution of administrative functions of the Illini Union Executive Director's Office and the Executive Director. Supervises administrative staff and manages complex and detailed assignments.

Duties & Responsibilities

• Organizational Coordination and Project Planning
  • Manage calendars and complex scheduling for the Executive Director and Senior Associate Director for Facilities and Operations; coordinate calls/meetings and prepare agendas and supporting materials.
  • Responsible for primary logistical, financial, and volunteer coordination for the events and programs, including but not limited to annual Service Awards Luncheon, as directed by the Executive Director.
  • Responsible for working with the Team Acknowledgment and Recognition Committee to ensure successful execution of the program; providing debrief and recommendations to Committee and Executive Director.
  • Plan and coordinate senior leadership team meetings and events (retreats, recognition events, biweekly/quarterly meetings, Town Halls, webinars, trainings, workshops, etc.).
  • Responsible for attending, actively participating, and taking minutes from senior leadership team meetings to be shared with team members post-meeting, noting and tracking decisions made and action items.
  • Coordinate meeting arrangements and logistics (facilities, catering, entertainment, hotel blocks, printing, and advance distribution of briefing materials).
  • Serve as liaison and provide authoritative information/support to internal departments and external stakeholders (campus partners, tenants, community/state/regional/national contacts).
  • Coordinate involvement with professional organizations (e.g., ACUI, NACA, APPA) and related member meetings; coordinate with executive offices and their administrative staff for meeting logistics.
  • Manage and update organizational reference materials (biographical information for senior leaders and org charts).
  • Manage organization-wide operational calendar and track significant responsibilities/deadlines (regular events, programs, required reporting cycles); proactively notify leadership of upcoming deadlines.
• Administrative Support and Supervision
  • Function as the principal administrative support to the Executive Director and senior leaders, including confidential correspondence and report drafting.
  • Supervise/coordinate administrative support coverage: train, supervise and evaluate office support; support seasonal workflow planning and annual responsibilities.
  • Manage key contact lists and distribution lists for communications (website access, listservs, mail distributions, emergency communications).
  • Prepare and distribute sensitive internal personnel correspondence (e.g., salary and promotion communications).
  • Develop communications/publications with shared marketing services (announcements, letters, newsletters, promotional materials).
  • Manage branded materials and office supplies (research/order branded items; oversee organization-wide supply budget and distribution).
  • Other duties as assigned to fulfill the needs of the team.
• Financial and Travel Processing
  • Arrange travel logistics for the Executive Director and others as needed (itineraries, flights, hotels, off-site venues, meals, AV).
  • Prepare and submit travel reimbursements (review/scrutinize reimbursements for compliance with requests and budget).
  • Manage the organization-wide travel budget and tracking (annual travel proposals and projections; review/analyze travel requests for approval; maintain itemized travel/professional development expense records; monitor fiscal-year allocations).
  • Manage the New Strategic Initiative process, gathering data/proposals, confirms accurate estimates and documentation, coordinates presentation to senior leadership, notifies department heads of approval/denial and next steps to launch project, and tracks budgeted expenses
  • Oversight of general building supply inventory, ordering, and budgeting.

Work Schedule, Travel, or Other Job Expectations

The work of the position is performed in a relatively high-traffic area with frequent interruptions. Limited, short-term hybrid work may be approved by the supervisor under exigent circumstances. Some work will be required during the evenings and/or weekends.

Minimum Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. college course work in business, finance, accounting or a related field:
      1. 60 semester hours or an Associate's degree equals one (1) year (12 months)
      2. 90 semester hours equals two (2) years (24 months)
      3. 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      4. Master's degree or higher equals four (4) years (48 months)
   2. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

Knowledge, Skills and Abilities

• Knowledge of policies and procedures outlined in Campus Administrative Manual, working knowledge of OBFS policies, procedures, and related work flows.
• Ability to manage multiple, significant projects under tight deadlines in fast-paced work environment.
• Ability to demonstrate confidentiality.
• Professional language skills, grammar, and business writing skills in order to edit outgoing and internal communications, publications, and correspondence. Ability to independently compose correspondence. Accuracy and strong attention to detail.
• Administrative ability including maturity, sound judgment, problem-solving, initiative, and strong organizational skills.
• Ability to work in a busy environment with a variety of population, such as staff, students, visitors, and guests.
• Knowledge of general and specialized computer software: Office365, Teams, Publisher, PowerPoint and Adobe Acrobat.

Appointment Information

This is a 100% full-time Civil Service 0171 - Administrative Assistant position, appointed on a 12-month basis.

• Salary Information: The budgeted salary for the position is $72,190 to $79,000 per year.
• Work Schedule: The expected work schedule for this position is Monday to Friday (8 am to 4:30 pm), with some evenings and/or weekends required
• Onsite Position: Work for this position will be onsite at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility Policy. Limited, short-term hybrid work may be approved by the supervisor under exigent circumstances.
• Sponsorship: This position is not eligible for any type of sponsorship for work authorization.