Administrative Assistant

About the role

The Illini Union is the community center of the University of Illinois at Urbana-Champaign, serving approximately 16,000 visitors daily. We seek individuals to support the academic mission, foster student communities, and assist with various events and programs.

Responsibilities

• Manage calendars and complex scheduling for the Executive Director and Senior Associate Director for Facilities and Operations; coordinate calls/meetings and prepare agendas and supporting materials.
• Coordinate logistical, financial, and volunteer coordination for events and programs, including the annual Service Awards Luncheon.
• Work with the Team Acknowledgment and Recognition Committee to ensure successful execution of the program; provide debrief and recommendations to Committee and Executive Director.
• Plan and coordinate senior leadership team meetings and events (retreats, recognition events, biweekly/quarterly meetings, Town Halls, webinars, trainings, workshops, etc.).
• Attend, actively participate, and take minutes from senior leadership team meetings; note and track decisions made and action items.
• Coordinate meeting arrangements and logistics (facilities, catering, entertainment, hotel blocks, printing, and advance distribution of briefing materials).
• Serve as liaison and provide authoritative information/support to internal departments and external stakeholders (campus partners, tenants, community/state/regional/national contacts).
• Coordinate involvement with professional organizations (e.g., ACUI, NACA, APPA) and related member meetings; coordinate with executive offices and their administrative staff for meeting logistics.
• Manage and update organizational reference materials (biographical information for senior leaders and org charts).
• Manage organization-wide operational calendar and track significant responsibilities/deadlines (regular events, programs, required reporting cycles); proactively notify leadership of upcoming deadlines.
• Function as the principal administrative support to the Executive Director and senior leaders, including confidential correspondence and report drafting.
• Supervise/coordinate administrative support coverage: train, supervise and evaluate office support; support seasonal workflow planning and annual responsibilities.
• Manage key contact lists and distribution lists for communications (website access, listservs, mail distributions, emergency communications).
• Prepare and distribute sensitive internal personnel correspondence (e.g., salary and promotion communications).
• Develop communications/publications with shared marketing services (announcements, letters, newsletters, promotional materials).
• Manage branded materials and office supplies (research/order branded items; oversee organization-wide supply budget and distribution).
• Other duties as assigned to fulfill the needs of the team.

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 professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles.
• Knowledge of policies and procedures outlined in Campus Administrative Manual, working knowledge of OBFS policies, procedures, and related work flows.
• Ability to manage multiple, significant projects under tight deadlines in fast-paced work environment.
• Professional language skills, grammar, and business writing skills in order to edit outgoing and internal communications, publications, and correspondence. Ability to independently compose correspondence.
• Accuracy and strong attention to detail. Administrative ability including maturity, sound judgment, problem-solving, initiative, and strong organizational skills.
• Knowledge of general and specialized computer software: Office365, Teams, Publisher, PowerPoint and Adobe Acrobat.

Pay

The budgeted salary for the position is $72,190 to $79,000 per year.

Schedule

The expected work schedule for this position is Monday to Friday (8 am to 4:30 pm), with some evenings and/or weekends required.

Appointment Information

This is a 100% full-time Civil Service 0171 - Administrative Assistant position, appointed on a 12-month basis.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on July 15, 2026. 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 Shared AHW HR at iustaffdevelopment@mx.illinois.edu. For questions regarding the application process, please contact 217-333-2137.