Administrative Aide - ILC - University of Illinois : Job Details

Administrative Aide Illinois Leadership CenterJob Summary Provides support for the Senior Director of the Illinois Leadership Center (ILC) and assists with a variety of administrative functions that are essential for effective operations within the department. A Student Affairs/Academic Affairs partnership, the ILC reports to the Office of the Associate Vice Chancellor for Student Affairs and the Office of the Provost. Duties & Responsibilities Procurement and Financial Management

• Implement finance and budget transactions of the Center. Assist in budget preparation.
• Perform procurement for the department utilizing TEM, P-Card, IBuy, JVs, requisitions, and purchase orders, ensuring compliance with federal, state, and University guidelines related to fiscal transactions.
• Oversee monthly fiscal reconciliation process. Investigate and analyze discrepancies and variances, and execute corrective actions as needed for self-supporting, State, and gift accounts.
• Collaborate with finance teams to ensure compliance with budgetary guidelines.
• Implement best practices and advise others on financial management and reporting issues.
• Compile and disseminate monthly budget reports; and provide regular account balances, documentation, and financial information.
• Serve as ChromeRiver delegate for professional staff.

Administrative Operations

• Provide administrative assistance to executives and teams.
• Maintain overall knowledge of organizational activities of importance to the Director and the Center.
• Schedule and coordinate meetings, conferences, and travel arrangements.
• Observe RIMS standards for maintenance and organization of filing systems for important documents.
• Inform director of best practices for administrative, financial, and human resource procedures and policies.
• Oversee risk management and contract compliance activities.
• Monitor and assist with compliance of campus and systems level required annual trainings.
• Maintain and monitor key inventory for the department.
• Serve as primary liaison to Facilities and Services and the building's management.

Communication and Support for Director

• Draft, review, and edit business correspondence, reports, and documentation. Revise for content, clarity, spelling, punctuation, syntax, and form.
• Maintain clear and open lines of communication with internal and external stakeholders.
• Serve as primary point of contact for any visitors to the unit.
• Initiate maintenance requests and consult with workers.
• Provide meeting agendas and take minutes for bi-weekly staff meetings.
• Research, obtain, verify, or clarify information, policies, and procedures for the unit, Student Affairs, and University.
• Maintain confidential information.
• Assist in planning events, programs, and special projects.
• Serve as liaison with contracted vendors.

Business Operations

• Monitor and streamline business processes for efficiency.
• Assist in the development and implementation of operational policies and procedures.
• Coordinate interdepartmental communication and collaboration. Maintain accurate database of Center donors, collaborate with UI Foundation for proper record keeping.
• Identify trends and areas for improvement in business processes.
• Prepare reports and presentations for management review.
• Serve as a member of the Leadership Center's professional team.
• Assists with meeting the operational needs of the department by performing other related duties, as requested.

Personnel Management

• Oversees and executes hiring and onboarding processes for the department.
• Oversees and executes payroll for the department.
• Serve as department liaison for l-9s and background checks.
• Advise director on current best practice in university hiring processes.
• Collect and monitor student employee timesheet submissions and FWS hours, performing labor redistributions when required.
• Maintain departmental records in accordance with the university's protocols.
• Initiate one-time payments and payroll adjustments.

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

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 possible after 10/1/2025. The previously determined salary range for this position is $50,000 - $55,000. 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 Friday, August 29, 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 Keri Collins at [email protected]. For questions regarding the application process, please contact 217-###-####. 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-###-####, or by emailing [email protected]. Requisition ID: 1032233 Job Category: Professional and Administrative Apply at: