The Special Projects Coordinator for the Chief of Staff coordinates and advances the work of the Office of the President 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 Office of the President and ensuring the success of various initiatives of the University of Illinois System and its three universities. The Special Projects Coordinator serves as a trusted advisor to the Chief of Staff and other senior administrators. 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 System's mission, values and strategic vision, sound judgment, excellent analytical and problem-solving skills and substantial comfort working in a complex, fast-paced environment. It is expected that the Coordinator will have a dynamic portfolio that includes established projects and initiatives to manage, as well as emerging and ad hoc projects. The Coordinator will manage cross-functional projects, coordinate executive-level communications, ensure timely executive of deliverables, and support the Chief of Staff in managing emergent issues and overflow work. This position is in office daily at our Urbana-Champaign campus and will also require occasional travel to support projects.

DUTIES AND RESPONSIBILITIES

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. (15%)
Lead, coordinate, and execute 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%)
Facilitate collaboration across departments, campuses, and external stakeholders in a variety of settings (e.g. special projects, task groups, and committees). Assists with communication between the Office of the President and the Board of Trustees; other University System offices; administrative offices, faculty and staff of the three universities in the system; state and federal agencies; and others as needed and/or requested related to portfolio assigned duties and/or special projects and initiatives. (15%)
Organize and support high-level meetings, retreats, and special events including agenda development, logistics, budget management, and follow-up. Serve as a liaison between the President's Office and internal/external partners and guests. (20%)
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%)
May supervise graduate assistants and/or student workers on a project or ongoing basis. (5%)
Upon request, represents the President at university, campus and public activities. (5%)
Performs such other duties as assigned by the Chief of Staff. (5%)

QUALIFICATIONS

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:

Advanced degree in public administration, higher education, business or related field 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

Highly developed written and oral communication skills.
Mature judgment and demonstrated ability to work independently, exercise discretion and maintain confidentiality.
Strong interpersonal, organizational, time management, and critical thinking 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.
Ability to travel occasionally.

APPOINTMENT INFORMATION
This is a 100% Full Time Civil Service Business Administrative Associate position. The expected start date is 1/12/2026. Sponsorship for work authorization is not available for this position.

The budgeted salary range for the position is $70,000.00 - 80,000.00. 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 11/20/2025.

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: 9000897
Job Category: Civil Service
Campus Location: Urbana

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