"Assistant to the Director-Illinois Sustainable Technology Center-PRI"

Assistant to the Director-Illinois Sustainable Technology Center-PRI

Prairie Research Institute

Job Summary

The Assistant to the Director serves as executive assistant to the Director of the Illinois Sustainable Technology Center (ISTC), by carrying out all appropriate duties to ensure that the Director performs efficiently and effectively in the operations of the Surveys. The Assistant to the Director deals with a diverse group of important external and internal contacts at all levels of the organization. The Assistant to the Director uses initiative and independent judgment to plan, prioritize, and organize a diversified workload. The Assistant to the Director is an on-campus position located at the ISTC Survey offices in Champaign, Illinois.

Duties & Responsibilities

• Coordinating meetings and general support for the Director - Scheduling of external/internal meetings for the Survey Director, drafts agendas, coordinates logistics (i.e. schedule meeting room, food, parking, etc), and takes minutes as required. Schedules and leads Senior Management Team Meetings, Budget / Finance meetings, and HR update meetings for both Surveys. Schedules and arranges logistics for the ISTC advisory board meetings (typically annual meetings). Makes all travel arrangements for the Survey Director and generates relevant travel authorization forms. Acts as proxy for Director in PRIDE (HR, Finance, Procurement System), Chrome River (expense reports), and procurements.
• Coordinate interaction with PRI on facilities and vehicles - Works with appropriate groups in PRI to address facility issues, upgrades, and moves.
• Perform other duties as needed in order to further the mission and goals of ISTC, and/or PRI.

Additional Physical Demands

The administrative position is in an office setting and requires a considerable amount of time using the computer, filing, and copying.

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

1. Experience in handling confidential information.
2. Experience in supporting Director level or above.
3. Experience in entering and reviewing HR, travel, and purchasing software (PRIDE, AVSL, or equivalent).
4. Experience interacting with elected officials and their staff.
5. Experience with university requirements regarding out of state, out of country and in state travel.
6. Extensive computer experience with a variety of related computer software applications in word processing, spreadsheets, database and presentation software, and be proficient in using web based applications Web as a resource.
7. Experience in organizing and hosting formal meetings (e.g. board meetings). Advanced training, certification, and/or education.
8. Valid driver's license.

Knowledge, Skills and Abilities

• Job entails a variety of administrative and business duties involving a diverse workload that is unpredictable. Must be able to prioritize and organize tasks while dealing with frequent interruptions. Must have the ability to communicate well with others and resolve problems as they arise. Work requires an extensive knowledge of the business environment and an excellent command of the English language. Must have knowledge of secretarial, office, organizational structure and administrative procedures and knowledge of use and operation of standard office equipment and software. Excellent communication skills, both verbal and written. Must possess attention to detail in composing, preparing and proofing materials, establishing priorities and meeting deadlines. Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy. Incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate. Preferred: Knowledge of the Director's Office and the Illinois Sustainable Technology Center, the Prairie Research Center and University policy and procedures.

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 4/3/2023. The budgetary salary range for this position ranges from $50,000-$60,000. We strive to provide a competitive salary considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements.

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

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on March 17th 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 Jon Freiman, HR Business Partner at jcf@illinois.edu. For questions regarding the application process, please contact 217-333-2137.