Assistant to Associate Chancellor

The University of Illinois Urbana-Champaign has many stories to tell. From groundbreaking research and innovation to educating the next generation of leaders, Illinois has a 150+ year tradition of asking hard questions and tackling problems others might consider impossible. The Strategic Communications and Marketing team helps tell the university's story while working across the institution with university leadership, campus partners, and a broad range of audiences.

Provides advanced administrative, fiscal, human resource, and business operations support to the Associate Chancellor for Strategic Communications and Marketing and the Office of Strategic Communications and Marketing (Strat Com). Coordinates day-to-day business operations, office workflow, and administrative processes, and serves as a resource to leadership and staff regarding University policies and procedures. Ensures activities are completed accurately, efficiently, and in compliance with University policies and campus guidelines.

• Executive & Administrative Support
  • Provide high-level administrative support to the Associate Chancellor and Strat Com 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 Strat Com 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 Strat Com 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 Strat Com 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.

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