The Administrative Assistant plays a pivotal role in supporting the effective functioning of administrative operations within the university. This position involves managing the intricate calendar of the Chancellor and Chief of Staff, overseeing meeting logistics, preparing agendas, coordinating travel arrangements, and handling a range of administrative tasks, and is supervised by the Executive Assistant to the Chancellor. The ideal candidate will have exceptional organizational skills, excellent communication abilities, and a commitment to maintaining confidentiality.
Duties & Responsibilities:

Manages the complex calendar of the Chancellor and Chief of Staff, including scheduling and organizing meetings logistics, distributing agendas, and other meeting materials. Coordinate flight, transportation, and hotel reservations for the Chancellor and Chief of Staff, as needed.

Hire, train, and supervise student employees, managing work schedules, setting priorities, and overseeing work tasks.

Monitor incoming communications and distribute/delegate information to necessary staff. Establish and maintain effective relationships with staff, university officials, and stakeholders.

Using T-card, complete meeting/conference registrations, reserve hotel rooms, rental car, and airline travel, as needed. Ensure that necessary travel reimbursements are processed in a timely fashion. Manage the reconciliation of P-card/T-card transactions.

Manage and control confidential documents, including personnel, institutional, and historical records. Manage and organize electronic and paper file systems, ensuring accessibility and confidentiality are always upheld.

Participate in special projects and perform other related duties as assigned. Serve as back-up to the Executive Assistant to the Chancellor. Serve as back-up for general office needs and University Hall building coordination: maintain calendars for conference rooms; office supply inventory and purchases; act as building liaison and primary contact for facility-related needs for Chancellor’s office managed floors; manage UIC Chancellor email in-box to facilitate timely responses or forward for handling as deemed appropriate; sort and distribute mail; primary first point of contact for office guests and phone calls.