Assistant to the Associate Chancellor

We're looking for a highly organized professional to serve as Assistant to the Associate Chancellor for Strategic Communications and Marketing. This position is central to the day-to-day operations of StratCom, providing high-level administrative, fiscal, human resources, and business support to the Associate Chancellor and the broader team. The role requires sound judgment, discretion, and the ability to navigate complex processes while keeping people, priorities, and operations moving forward.

• Executive & Administrative Support
  
  * Provide high-level administrative support to the Associate Chancellor and StratCom leadership.
  
  * Maintain complex calendars, schedule meetings, and coordinate agendas and materials.
  
  * Serve as primary contact for the office.
  
  * Respond to inquiries and route matters appropriately.
  
  * Coordinate departmental meetings, and events, including logistics and materials.
  
  * Maintain confidential files and records.
  
  * Supervise support staff.
• Fiscal & Business Operations
  
  * Coordinate the development, tracking, and reconciliation of StratCom budgets; monitor expenditures and account balances and provide financial updates to leadership.
  
  * Prepare routine financial reports and maintain supporting documentation.
  
  * Serve as unit resource for business and financial procedures.
  
  * Department purchasing and travel card manager, unit security contact (USC) and group manager for access to websites, listservs, mailboxes and server.
  
  * Approver of Emburse, FABWEB and submitted equipment, supplies and software purchases.
• Human Resources Support
  
  * Serve as the primary liaison between StratCom and HR Partners, coordinating employment and FMLA requests, communicating unit policies and procedures, submitting hiring and employment actions, and providing organizational updates and resignation information.
  
  * Coordinate recruitment and employment activities for student, academic hourly, extra help, retiree/rehire, and professional staff, including hiring requests, search committee support, interview scheduling, and communication with hiring managers and candidates.
  
  * Coordinate employee onboarding and offboarding, including communicating employment policies and procedures to new employees, scheduling onboarding activities with StratCom staff, and facilitating employee departures.
  
  * Maintain confidential unit-level personnel and employment records, including employee files, applicant records, and other confidential HR documentation.
  
  * Coordinate unit timekeeping, payroll, and leave activities, including timesheet review and approval for civil service non-exempt, academic hourly, and student employees, as well as assisting staff and supervisors with HR and payroll procedures and questions.
• Policy, Compliance, and Confidentiality
  
  * Ensure operational activities comply with university policies, applicable laws and regulations and best practices in higher administration.
  
  * Maintain a high degree of discretion and professionalism in handling confidential and sensitive matters.
  
  * Develop and implement internal controls and processes to support compliance, transparency and accountability.

1.Bachelor's degree in business administration, management, or a field related to the position.

2.Three (3) years of professional business, financial, and/or managerial work experience.

(NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)

*Experience in a higher education setting or comparable public-sector organization.

*Familiarity with University of Illinois systems, policies, and governance structure

*Experience coordinating fiscal, human resource, purchasing, travel, and/or administrative operations.

• Knowledge of University business, human resource, fiscal, purchasing, travel, and administrative procedures.
• Strong organizational and time-management skills with the ability to manage multiple priorities and competing deadlines.
• Ability to exercise independent judgment and discretion when handling confidential and sensitive information.
• Ability to interpret and apply policies and procedures.
• Effective communication skills.
• Proficiency with financial, human resource, administrative, and office software systems.
• Ability to identify operational issues, develop solutions, and implement effective administrative processes.
• Ability to work independently and collaboratively with leadership, staff, and University partners.

This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible
after the closing date. Salary is competitive and commensurate with
qualifications and experience while also considering internal equity. The
budgeted salary for the position is $81,000 - $87,000.

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.

Applications must be received by 6:00 pm
(Central Time) on Tuesday,
October 20. Apply for this position using the Apply
Now button at the top or bottom of this posting. Please upload your cover
letter, resume and names/contact information for three references. 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.

Please note Immigration sponsorship is not
available for this position, and this position requires residency in the state
of Illinois within 6 months of hire. 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 Pam Steele pamw@illinois.edu. For
questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1038764

Job Category: Professional and Administrative

Apply at: https://jobs.illinois.edu