Administrative associate jobs in Champaign, IL

University of Illinois Urbana-Champaign This position supports the administrative operations of Community and Government Relations (CGR) in the Office of the Chancellor and performs essential tasks related to departmental workflows. It provides high-level executive support to the CGR Senior Director, requiring independent judgment, discretion, and strong knowledge of university operations, policies, and procedures. The position may represent the Senior Director in meetings and manages confidential documents and information. Duties and Responsibilities - * Administrative: * Provides executive-level support to the CGR Senior Director by coordinating, prioritizing, and managing calendars, appointments, meetings, and related activities. * Maintains an overview of departmental responsibilities, deadlines, and upcoming commitments to ensure priorities are met. * Completes the final copy of communications and documents for executives/administrators, reviewing for spelling, punctuation, grammar, and format; drafts communications as needed. * Manages and controls confidential documents and correspondence, ensuring sensitive information is handled with discretion. * Collaborates closely with Office of the Chancellor administrators and staff, Office of Public Engagement program directors and staff, and campus departments, and serves as a liaison to external constituencies including local and state government officials and their staff by providing information and facilitating effective communication. * Provides administrative support to Chancellor's Office senior administrators, as assigned. * Travel & Financial Processing: * Oversees and coordinates travel planning for the CGR Senior Director, ensuring university-compliant arrangements, preparing itineraries, obtaining approvals, and processing reimbursements via Emburse Enterprise. * Coordinates and purchases logistical arrangements for travel, conferences, and meetings for the CGR Senior Director. * Prepares necessary event and meeting materials. * Completes expense reimbursements and reconciles travel expenses in Emburse Enterprise for designated administrators in a timely manner, in accordance with university policy. * Assists with tracking unit expenditures, maintaining budget documentation, and reconciling T-Card/P-Card transactions in close collaboration with the Finance Manager. * Events: * Coordinates logistics for internal CGR meetings (e.g., Swanlund-based meetings), including scheduling, materials preparation, room and technology set up, catering and on-site support. * Assists the Events Coordinator with planning and executing large-scale or external CGR events, providing support before, during, and after events. * Supports Chancellor's Office meetings, events, and projects by preparing materials, participating in planning meetings, completing assigned tasks, and providing logistical support during events. * Serves as an administrative liaison with campus departments, community partners, and government offices to coordinate event-related activities, building or maintaining ongoing relationships with government officials and stakeholders. * Administrative Support Backup: * Supports the Office of the Chancellor by providing administrative and coordination assistance, facilitating communication, and ensuring professional engagement with visitors and stakeholders. * Maintains a working knowledge of administrators' responsibilities and university units to effectively redirect calls and correspondence. * Serves as backup to other administrative staff by supporting senior leadership with calendar coordination, correspondence management, mail distribution, and facilities-related needs. * Performs other related duties as assigned to support the operations and mission of the Office of the Chancellor. * Data Management: * Maintains and secures confidential records, reports, contact information, and communications, ensuring accuracy and controlled access. * Monitors legislative updates and policy changes relevant to CGR priorities, preparing summaries or briefings as needed. * Updates, organizes, and archives operational databases and files to ensure information is current and easily accessible. Additional Physical Demands The duties associated with this position are varied and complex, requiring the ability to manage multiple priorities and resolve issues quickly in a fast-paced environment. The role demands strong problem-solving skills and the ability to adapt to changing circumstances while maintaining accuracy and professionalism. This position requires patience, tact, and the ability to work effectively with a wide range of people, including university personnel, community partners, and government representatives. While there are no unusual physical requirements, discretion, diplomacy, and careful regard for confidentiality are essential to success in this role. 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 Preferred Qualifications - * Demonstrated experience providing support in government relations or similar professional office. Knowledge, Skills and Abilities - * The position requires extensive knowledge of university and community operations, policies, and services, as well as the ability to build and maintain constructive relationships with a wide variety of stakeholders, including academic and administrative staff, students, government officials, city administrators, and the general public. * Strong human relations skills are essential for resolving complex issues and ensuring harmonious communication in a fast-paced environment. * Excellent written and verbal communication skills, including professional telephone etiquette. * Proficiency with Microsoft Word, Excel, Outlook, and Emburse Enterprise (formerly Chrome River) for travel and expense processing. * Strong organizational skills, with the ability to manage complex and diverse tasks, set priorities, and meet deadlines despite interruptions or competing demands. * Maturity, sound judgment, initiative, and evidence of independent decision-making. * Strong writing and editing skills to prepare and finalize professional correspondence and reports. * General knowledge of campus-wide personnel, administrative structures, and evolving institutional priorities, with the ability to adapt to changing duties and needs. * Basic understanding of government operations, legislative processes, or public policy. 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 $65,000 - $72,000/annually. 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 ************************************************************ Application Procedures & Deadline Information Applications must be received by 6:00 pm (Central Time) on December 16, 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 ************************* 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 *******************. For questions regarding the application process, please contact ************. This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. 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 ************, or by emailing accessibility@illinois.edu. Requisition ID: 1034021 Job Category: Professional and Administrative Apply at: *************************