Join our team! The Office of the Provost is seeking an experienced individual to serve as the Assistant to the Vice Chancellor for Finance and the Executive Associate Provost. Are you a highly organized and proactive professional with a talent for managing complex schedules and providing top-tier administrative support? In this in-person role, you will be a key partner in supporting two senior campus leaders, helping ensure the success of high-level initiatives and the smooth operation of their daily activities.

This position offers the chance to contribute meaningfully to a fast-paced, mission-driven environment where your skills will be valued, and your work will make a real impact.

The Office of the Provost offers:

A friendly, supportive, and collaborative work environment
Competitive salary and benefits package
Opportunities to positively impact the lives of students, faculty, and staff
Access to professional development and training resources

We’re seeking an individual who:

Is motivated and passionate about assisting others
Demonstrates excellent communication and interpersonal skills
Excels in organization and time management
Thrives both independently and as part of a team

Apply today to become a vital member of our team and help support the leadership that shapes our campus!

Job Summary

Provide high-level executive support to the Vice Chancellor for Finance and the Executive Associate Provost for Budget and Resource Planning, managing schedules, communications, and confidential information with independent judgment. Serve as a key liaison, the role facilitates engagement with campus and external stakeholders, ensures operational efficiency, and oversees special projects. Supervise support staff, coordinate personnel and financial processes, and contribute to policy evaluation and implementation within Budget & Resource Planning. Provide administrative supervision for this role.

Duties & Responsibilities -

Executive & Office Administration Support
- Provide high-level administrative support to the Vice Chancellor for Finance and Executive Associate Provost, serving as the primary point of contact.
- Manage scheduling, prioritize commitments, and oversee correspondence, drafting responses as needed.
- Serve as the initial contact for deans, directors, faculty, and staff.
- Exercise independent judgment to resolve issues, interpret policies, and provide guidance on administrative, budgetary, and programmatic matters.
- Maintain and safeguard confidential personnel, institutional, and historical documents.
- Supervise and mentor the Assistant to the Capital Planning Office (administrative aide) while providing backup support as needed.
Budget Coordination & Financial Administration
- Organize and manage annual budget meetings with campus and administrative units.
- Oversee receipt and distribution of reports and materials, ensuring leadership has necessary documents in advance.
- Coordinate nominations, scheduling, and document management for budget-related committees, including the Budget Officers’ Council, IVCB Steering Committee, and Campus Budget Oversight Committee.
- Distribute allocation and deficit letters and maintain unit contact lists.
Liaison & Committee Support
- Serve as the liaison between the Vice Chancellor for Finance, Executive Associate Provost, and academic/administrative units.
- Resolve issues by interpreting and explaining administrative, budgetary, and programmatic policies.
- Provide guidance on university policies and procedures.
- Support leadership on appointed committees, including ad hoc, search, and review committees.
- Assist assistant/associate provosts with scheduling and administrative needs.
HR & Administrative Operations
- Assist with HR transaction distribution in JDX and Hiring Plans System entries.
- Provide administrative support for various university processes and ensures smooth operational workflows.
- Perform additional administrative tasks as assigned.
Other duties as assigned

Minimum Qualifications -

High school graduation or equivalent.
Any one or any combination totaling five (5) years (60 months) from the following categories:
A. college course work in business, finance, accounting or a related field:
- 60 semester hours or an Associate's degree equals one year (12 months)
- 90 semester hours equals two years (24 months)
- 120 semester hours or a Bachelor's degree equals three years (36 months)
- Master's degree or higher equals four years (48 months)
B. 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 -

Strong knowledge of university and campus operations.
Requires maturity, sound judgment, initiative, and strong organizational skills to effectively manage complex and varied responsibilities. Must exercise discretion in sensitive situations and routine office duties.
Excellent written and verbal communication skills, with a keen attention to accuracy and detail.
Proficiency in general and specialized computer software, including word processing, spreadsheets, and email; familiarity with web posting is a plus. Must be comfortable using university administrative systems.
Ability to make independent decisions and interpret policies related to budgeting and administrative processes.
Capable of handling stressful situations and challenging subject matter with professionalism and composure.

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position. The expected start date is as soon as possible after the close of the search. The budgeted salary for this position is $75-80k. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Sponsorship for work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on July 10, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. For full consideration, application materials should include a cover letter, current resume (including month/year employment dates), contact information for three professional references, and transcripts or proof of degree(s). Please ensure your resume highlights your qualifications/experience for this position. This may include professional, academic, volunteer, or other applicable experience that aligns with the responsibilities and requirements of this role.

In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Laura Williams at lauraw@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1031496
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu

Apply now

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