University of Illinois System · 2 weeks ago
Business Administrative Associate
Urbana, IL
Full-time
Onsite
Mid, Senior Level
$80K/yr - $105K/yr
2+ years expThe University of Illinois System is seeking a Business Administrative Associate to provide confidential operational and executive-level management support for the Office of the Executive Vice President & Vice President for Academic Affairs. The role involves managing schedules, overseeing administrative functions, and coordinating various activities and projects to achieve university objectives.
Higher Education
No H1B
Responsibilities
Administer and manage a variety of administrative and managerial functions, which requires comprehensive knowledge about OEVP/ VPAA program activities, and includes providing and interpreting applicable University and departmental policies and procedures
Establish, manage and oversee processing of memoranda, reports, and correspondence received and/or produced by OEVP/VPAA, including those containing sensitive and confidential information, which requires comprehensive knowledge about program activities and the ability to provide and/or interpret applicable University and departmental policies and procedures to facilitate administrative responses in a timely manner
Account for the security, accuracy, and accessibility of all electronic and paper files, including business correspondence, financial information, personnel information, inventory records and other documentation
Write, review, edit, and/or revise documents prepared by other staff members and draft documents for the EVP/VPAA
Provide confidential executive-level support to the EVP/VPAA and OEVP/VPAA administrators, including planning, coordinating and prioritizing schedule/appointments, meetings, and travel
Effectively work as primary liaison with units both internal and external to the university in achieving high quality working collaborations and assistance from OEVP/VPAA, answering inquiries and providing assistance and clarifications, including the three universities, the Office of the President, Board of Trustees, University Counsel, and state and federal government agencies (IBHE budget meetings, Illinois Legislative Appropriations hearings), Illinois Public Universities, External Relations State Tours
Coordinate and plan special events, including town hall meetings, high-level military and dignitaries' visits
Liaison with system executive offices on day-to-day tasks
Assist president's office as needed
Assist with executive programs, projects and activities in conjunction with the President's Office, including the President's Executive Leadership Program, and other academic initiatives, chancellor investitures, Fireside Chats, Salute to Academic Achievement, Shin Humanitarian Award, University Scholars, OpEd Public Voices
Assist with coordination of fiscal activities of OEVP/VPAA including: working closely with the AVPAA and the Coordinator of Fiscal Planning and Budgeting in managing OEVP/VPAA funds and 4 OEVP/VPAA accounts; handling OEVP/VPAA fund expenditures; consulting with other OEVP/VPAA units, CFO Office, and other University units regarding business/financial activities; reviewing and authorizing account usage for expenditures; facilitating and approving expense reports, requisitions, and other business transactions; and initiating follow up as needed
Manage OEVP/VPAA orgs 709000 and 276000 in FABWEB inventory system
Coordinate, authorize, and monitor requests for services and/or office equipment and supplies managed by UIUC Office of Facilities and Services, including: printing services, car pool, online maintenance orders, office equipment and supplies, and other requests
Serve as telecom unit coordinator for EVP/VPAA and monitor statement charges and accounts
Manage and perform other assigned duties appropriate for a Business Administrative Assistant classification, such as coordinating assistance for the Chicago system offices as needed
Assist in maintaining EVPAA website for consistency, news, updates, etc
Manage and coordinate all support activities of OEVP/VPAA with full accountability for results
Participate in the development/implementation of policies and procedures related to OEVP/VPAA operations to promote consistency and uniformity among administrative officials/staff, and to ensure management services and related functions are conducted in compliance with University and departmental guidelines and regulations
Coordinate and administer specific assignments provided by the EVP/VPAA or OEVP/VPAA administrators
Monitor priorities and deadlines of those assignments
Review BOT items for each BOT meeting to ensure appointment items are accurate and coordinate review by the EVP/VPAA and president
Ensure that EVP/VPAA has all materials for BOT meetings
Provide a brief summary outlining the appointment for high-level candidates from the three universities
Liaison between the BOT, president's office, and the three universities for questions on high-level appointment process, approval, and announcements
Provide support for the following OEVP/VPAA units as needed: Enterprise Risk Management; Chief Digital Risk Officer; Executive Director of Labor Relations and Chief Data and Analytics Officer
Partner with other OEVP/VPAA administrative officials/staff to achieve public relations/customer service objectives and goals, and respond to public information inquiries received from a variety of internal/external persons that comprise the following constituencies: members of the Board of Trustees; Illinois Board of Higher Education (IBHE) officials/staff; state/federal legislators; higher education administration from the State of Illinois and nationally; news media outlets; executive officials at all campus locations; University faculty, students, and staff; FOIA requests, and referrals made by the President's Office
Responsible for analyzing inquiries to ensure they are directed to the appropriate person for a timely and accurate response
Manage the electronic calendar for the Executive Vice President & Vice President of Academic Affairs and exercise initiative, discretion and independent judgment in prioritizing scheduling conflicts and addressing urgent matters
Responsible for reviewing EVP/VPAAs schedule to meet deadlines and to gather and provide appropriate materials for meetings, appointments, travel, reports and special projects
Assist in managing and coordinating organizational activities of principal and unit and associated responsibilities and deadlines, expediting actions for update and successful completion
Serve as confidential assistant to the EVP/VPAA and OEVP/VPAA officers in handling sensitive and confidential issues, and in reviewing and developing responses to general inquiries, complaints, requests for specific assistance, and/or urgent matters requiring immediate attention
Manage OEVP/VPAA programs/special projects through completion including: coordinating OEVP/VPAA recurring programs including the sabbatical review process and committee; University Statutes, preparing agenda and materials for distribution to appropriate administrative officials/staff that contain sensitive and confidential information; monitoring progress of established timelines to ensure deadlines are met; ensuring projects and related functions are administered in alignment with high expectations for accuracy and professionalism; and initiating follow up as needed to ensure overall program/project objectives and goals are met
Day to day supervision of clerical employees and responsible for coordination of schedule of office, principals calendar and travel, and all scheduling and meeting support
Qualification
Required
Bachelor's degree in business administration, management, or a field related to the position
Two (2) 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.)
Based on position requirements, additional education, training, and/or work experience in an area of specialization inherent to the position may be required
Preferred
An additional four(4) years of related experience
Extensive knowledge and understanding about the administrative roles of the AVPAA and the VPAA to appropriately represent department administrative positions and managerial philosophies, and to effectively direct and administer all assigned duties and responsibilities
Benefits
Health
Dental
Vision
Life Insurance
A Retirement Plan
Paid time Off
Tuition waivers for employees and dependents
Company
University of Illinois System
The University of Illinois System is the state's flagship public university system. The three distinct universities in Urbana-Champaign.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Christy Quinn Devocelle
Chief Operating Officer, CFO, SVP and Treasurer
Amanda Bubonic
Talent Management Partner
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2025-10-23
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