Function as administrative aide for the Board of Trustees Office. Provides primary administrative support to the Secretary of the Board. Responsible for office functions related to scheduling, file management, and processing of confidential information related to contracts, agreements, and board documents. Responsible for managing and operating processes for formal communication of appointment-related changes to faculty and academic-professional staff of the University of Illinois. Coordinate responses to any requests for records under the Freedom of Information Act within mandatory guidelines. The tasks assigned to this position are complex, involving special circumstances, variations, and exceptions, and must be done in a timely fashion. Some travel will be required.

DUTIES AND RESPONSIBILITIES

Provides primary support to the Secretary and Assistant Secretary of the Board on all administrative matters in the Board of Trustees office.
Serve as a liaison with administrative assistants and administrative aides in other system leadership offices, including the office of the President, Vice Presidents, and Chancellors/VPs, providing information, assistance and advice on Board of Trustees matters.
Serve as the first point of contact for the Board Office, answering office telephones and greeting visitors in a cordial and professional manner, redirecting callers and/or take messages as necessary from university offices, faculty, staff, as well as representatives from government offices, business organizations, banks, etc. Sort, track, and distribute departmental mail.
Establish and revise Secretary's and Board Office Events calendars, which includes advance planning for the week, notifying of any possible conflicts and resolving them, and gathering/preparing necessary materials in advance. Assists Board Office staff with scheduling as directed and based on knowledge of priorities and commitments.
Serves as a direct point of contact for Trustees and their administrative assistants to schedule meetings and maintains a calendar of University-related meetings and events in which Trustees are participating.
Serve as office coordinator for all Freedom of Information (FOIA) Requests, receiving and logging requests, distributing to appropriate parties, collecting and compiling responses into a cohesive report form, and delivering such to the campus FOIA officer within required timeframe. This includes tracking and checking progress of information gathering, assuring that all appropriate parties have responded timely, with completeness and on an informed basis.
Responsible for maintaining and operating systems for processing, accurately logging, and issuing notifications to faculty and administrative staff across the UI System of approved recommendations for emeriti appointments, promotions and tenure for faculty, notices of appointment and notices of non-reappointment in a manner that adheres to university policies and procedures and establish a historical record of these actions. Responsible for interfacing with and issuing timely reminders to campus HR units in support of these processes.
Compose a variety of official correspondence on behalf of the Chair of the Board, Trustees, and the Secretary of the Board for their review and approval. Evaluate and maintain documentation of Board of Trustees Office operational procedures and internal informational resources. Responsible for providing training and orienting new employees about Board of Trustees Office operations and procedures.
Other duties as assigned.

QUALIFICATIONS

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 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)

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

KNOWLEDGE SKILLS AND ABILITIES
1. Ability to use independent and sound judgment in evaluating information and ability to communicate effectively with University departments, units, Colleges, Board of Trustee members and University Administration personnel. This position requires a high level of confidentiality. 2. Strong communication skills and demonstrated ability to work well under pressure, and to meet stringent deadlines. 3. Ability to handle multiple tasks with competing deadlines such as requests for information, referring callers or visitors to other offices for information if it is not available in this office. The Board of Trustee Office is often a person's first contact with the University of Illinois, the Administrative Aide must understand the importance of dealing with all callers and visitors in a cordial and professional manner. 4. Knowledge and demonstrated use of BANNER administrative information system. 5. Thorough understanding of the University's organizational structure. Also, this person must possess strong communication skills and display an ability to work well under pressure and to meet deadlines. 6. Strong computer skills specifically demonstrated experience in Microsoft Office Suite (Word, Excel, PowerPoint & Outlook). 7. Strong interpersonal skills and ability to respond to many requests for information and/or to refer callers and visitors to an appropriate other office for information. Because a phone call or visit to this office is often the first interaction many people have with the University of Illinois, the person in this position must be adept at dealing cordially and professionally with all callers and visitors to this office

APPOINTMENT INFORMATION
This is a 100% Full Time Civil Service Administrative Aide position. The expected start date is 8/4/2025. Sponsorship for work authorization is not available for this position.

The budgeted salary range for the position is $62,000.00 - 72,000.00. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.

APPLICATION PROCEDURE & DEADLINE INFORMATION
For full consideration, please click the APPLY NOW link on this page to submit an application on the university portal accepting applications for this system office position by 6 pm on 7/7/2025.

System Human Resource Services
(217) 333-2600
erhr@uillinois.edu

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, Diversity, Equity and Inclusion at 217-333-2600, or by emailing ADAaccessibility@uillinois.edu.

Requisition ID: 9000866
Job Category: Civil Service
Campus Location: Urbana

Apply now

See more open positions at University of Illinois System

Privacy policy Cookie policy