Under supervision of the Assistant to the Vice President, Chief Financial Officer and Comptroller, the Administrative Aide position offers high-level administrative support to the Vice President, Chief Financial Officer and Comptroller (VPCFO) office. The Administrative Aide serves as the primary office support for the VPCFO office and the Assistant to the VP/CFO. The Administrative Aide also provides support to the Assistant Vice President for Budget and Business Operations as appropriate. Serves as first point of contact appropriately directing requests on behalf of the office, the Assistant to the VP/CFO, and the VP/CFO. Coordinates responses to any requests for records under the Freedom of Information Act within mandatory guidelines. Supervises daily office activities related to scheduling, file management, expense submissions, inventory control, processing of confidential information related to contracts, agreements, and board items; the ability to multitask and maintain intricate schedules is crucial for this role. The Administrative Aide meets regularly with the Assistant to the VP/CFO to review work in progress, office projects, and processes to plan for changing needs, priorities, and duties. The Administrative Aide is responsible for achieving the work involved within the framework of these agreed-upon priorities and deadlines. The tasks assigned to this position are complex, involving special circumstances, variations, and exceptions, and must be done in a timely fashion. The Office of the Vice President, Chief Financial Officer and Comptroller is an executive level office which oversees all financial functions, including revenues, costs, capital expenditures, investments, and debt management for the University of Illinois System. While the office receives many inquiries of a general nature internal and external to the University of Illinois System, and the Administrative Aide will be expected to assist callers/guests or refer them to the appropriate office, this position will also be expected to understand the structure of the University of Illinois System and the role the VPCFO office plays in its operations. Courtesy and helpfulness toward, and respect for, the wide range of leadership, faculty, students, external and internal constituents, and other members of the OVPCFO staff are essential in establishing a positive working environment.

Duties and Responsibilities

Assist with managing the electronic calendars for the VPCFO, the VPCFO office, the Assistant to the VPCFO, and the Asst VP for Budget & Finance while exercising initiative, discretion and independent judgment in prioritizing scheduling conflicts and addressing urgent matters as directed and based on knowledge of priorities and commitments. Maintains close communication with VPCFO leadership and the Assistant to the VPCFO about ongoing projects and efforts to support and manage a variety of planning activities. This demands a deep understating of VPCFO operations. Serve as backup support for other VP/CFO organization units across all three universities while maintaining knowledge of each unit's responsibilities, how they relate to the VP/CFO's office and the university at large. Requires in-depth knowledge and demonstrated experience working with Microsoft Outlook, as well as the Teams and Zoom platforms.
Provide email support with a high degree of tact and technical knowledge. Receive, screen, document, and route incoming communications. Practice active listening to extract relevant information from conversations, arrange the information efficiently, and take appropriate action. Attend meetings as requested to record notes and prepare minutes. Review meeting notes, minutes, and other documents to determine appropriate follow up items.
Responsible for receiving, logging, archiving, and distribution of documents that require VP/CFO's signature using discretion as most documents are confidential in nature. Documents are reviewed in advance of signature by the VPCFO to ensure all relevant information is provided and the correct routing is utilized. Strong knowledge of VPCFO office and university processes is required to ensure all documents are processed in an accurate and timely manner following appropriate protocols at all times. Requires in-depth knowledge in the use of Microsoft Excel and Word.
Serve as the first point of contact for the Office of the VP/CFO, answering office telephone and greeting visitors in a cordial and professional manner, assists callers and/or visitors with inquiries related to the functions of the VPCFO office, take messages as necessary from university offices, faculty, staff, as well as representatives from government offices, business organizations, banks, etc. Responsible for the review, response, and/or distribution of departmental mail. Assist with (in consultation with the System Human Resource Service office) hiring office support staff, as well as oversight of student workers, extra help, and other employees as needed.
Responsible for maintenance of electronic and paper file systems that contain confidential and sensitive information such as contracts, agreements, and other documents related to various programs, projects, and activities involving and/or related to the VP/CFO office. Coordinate, prepare, and/or supervise the production of complex documentation and reports that reflect extensive knowledge about departmental operations administered by the VPCFO, we well as the University of Illinois System policies and procedures.
Assists with travel arrangements for VPCFO and other VPCFO office staff including transportation and hotel accommodations. Requires knowledge of travel policies and procedures to ensure compliance with established university and department travel guidelines/regulations. Travel preparations may include providing personal and confidential security information for access to various domestic and international agencies or facilities. Completes Emburse travel expense reports for the VP/CFO office and staff. Assists with the preparation of various vendor payments and purchases, utilizing the correct T-Card or P-Card and various university programs.
Manages the purchase and tracking of property and electronic equipment for the VP/CFO office which includes completing the biennial inventory reporting of university equipment. Responsible for tracking equipment on loan to staff using FabWeb and EDDIE to ensure all equipment is accounted for and the unit is in compliance.
Responsible for managing inventory of office consumables, supplies and equipment used by the office and office staff ensuring orders are placed in a timely manner to ensure availability of adequate quantities for daily operational use. Accurate use of university accounting policies and procedures is required to ensure correct FOAPAL and accounting code use and compliance. When necessary, coordinate with university technical services for repairs or schedule service calls with outside vendors for repairs.
Assists with annual System Office Budget Review process, annual CFO Leadership Conference, annual CFO System Administrative Support Conference, and various other retreats and conferences throughout the year. Requires expertise in coordinating logistics, managing vendors, and ensuring seamless execution from inception to completion. Responsible for booking venues, sending invitations, scheduling guests, assists with finalizing contracts and day-of logistics, etc. with sharp attention to detail in order to provide experiences that drive collaboration and innovation.
Serves 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.
Other duties as assigned appropriate for an Administrative Aide to include miscellaneous administrative support duties.

Minimum 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. Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, coworkers, and subordinates by telephone, in written form, e-mail, or in person.
2. Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information. Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
3. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
4. Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
5. Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
6. Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
7. Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
8. Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
9. Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
10. Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.
11. Oral Expression - The ability to communicate information and ideas verbally so others will understand.
12. Written Expression - The ability to communicate information and ideas in writing so others will understand.

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as. The budgeted salary range for the position is $52,000 to $62,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

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 October 8, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 Amanda Bubonic at abubo2@uillinois.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: 1033021
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu

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