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Administrative Assistant (Projects Assistant)

University Of Illinois System

Job Location:

Urbana, OH - USA

Yearly Salary: USD 70000 - 80000

Posted: 29 September 2026 (19 hours ago)

Application Deadline: 27 December 2026

Vacancies: 1 Vacancy

Job Summary

Administrative Assistant (Projects Assistant)

Exec VP & VP Academic Affairs

Sponsorship for work authorization is not available for this position.Posting Category:System Office jobs such as this one are not eligible for the Referral Program.

The Administrative Assistant (Projects Assistant) coordinates and advances the work of the Executive Vice President & Vice President of Academic Affairs (EVP/VPAA) Office under the direction of the Chief of Staff supporting high-priority initiatives that advance the mission vision and strategic goals of the university system. The role is critical to ensuring operational effectiveness of the EVP/VPAA office and ensuring the success of various initiatives of the University of Illinois System and its three universities. The Project Management Assistant coordinates and manages special projects across the EVP/VPAA portfolio in support of senior leadership. Projects will be assigned by the Chief of Staff and may involve any topic of relevant interest to the administration. This position requires strong alignment with the University of Illinois Systems mission values and strategic vision sound judgment excellent analytical and problem-solving skills and substantial comfort working in a complex fast-paced en

DUTIES AND RESPONSIBILITIES

Assist with special projects and initiatives including development of project plans and timelines monitoring progress and ensuring the execution and completion of deliverables. Manage ongoing and ad hoc projects and initiatives as assigned by the Chief of Staff. (25%)
Support high-level meetings retreats and special events including agenda development logistics budget management and follow-up. Serve as a liaison between the EVP/VPAA Office and internal/external partners and guests. (20%)
Support operational planning for the EVP/VPAA Office including workflow coordination process improvement documentation and implementation of office procedures. Maintain project records shared files dashboards contact lists and other tracking tools to ensure information is organized current and accessible. (20%)
Assist with intake prioritization and execution of emerging requests ensuring urgent items are triaged appropriately and routine operational needs are handled efficiently in collaboration with Business Administrative Associate. (10%)
Conduct research prepare briefing materials and synthesize data to inform executive decision-making. Manage key issues by seeking information and counsel while keeping the Chief of Staff informed. (10%)
Assists as necessary to help solve problems in a positive and proactive manner ensuring collaboration with the relevant stakeholders and adherence to state and federal laws and policies of the University and Board of Trustees. (10%)
Performs such other duties as assigned by the Chief of Staff. (5%)

QUALIFICATIONS

Required:

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

*As required by the position to be filled education training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2.

Preferred:

At least five years of relevant professional experience including project management executive support or strategic initiatives work with senior or executive level leadership preferably in higher education non-profit or public sectors.

KNOWLEDGE SKILLS AND ABILITIES

Experience with managing and coordinating projects.
Mature judgment and demonstrated ability to work independently exercise discretion and maintain confidentiality.
Strong interpersonal organizational time management and critical thinking and analytical skills; adaptability to meet changing demands; and ability to manage multiple competing priorities.
Ability to identify research analyze and address a wide variety of issues and problems in a high- volume and often fast-paced work environment.
Collegiality approachability and diplomacy at all levels of an organization included the ability to motivate and engage others.
Demonstrated ability to work with senior leadership and navigate complex organizational structures.
Be in the office 4-5 days per week.
Ability to travel occasionally.

APPOINTMENT INFORMATION
This is a 100% Full TimeCivil Service Administrative Assistantposition. The expected start date is as soon as for work authorization is not available for this position.
System Office jobs such as this one are not eligible for the Referral Program.

The budgeted salary range for the position is $70000.00 - 80000.00. Salary is competitive and commensurate with qualifications and experience while also considering internal equity.

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.

APPLICATION PROCEDURE & DEADLINE INFORMATION
For full consideration please click the APPLY NOWlink on this page to submit an application on the university portal accepting applications for this system office position by 6 pm on 9/30/2026.

System Human Resource Services

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. Requests may be submitted through the reasonable accommodations portal or by contacting the System Human Resource Services at or by emailing .

Requisition ID: 9001033
Job Category: Civil Service
Campus Location: Urbana

Required Experience:

Junior IC

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