Executive Assistant - Facilities and Services

Job Summary

The function of this position is to direct and manage diverse and broad-based administrative duties that require independent decision-making to facilitate management operations and services administered by the Office of Facilities and Services. This includes assisting and advising the Associate Vice Chancellor & Executive Director (AVCED) of Facilities & Services using experience, knowledge, initiative, and independent professional judgment to accomplish the functions of the Facilities & Services organization.

• Act on behalf of the AVCED to facilitate a variety of management services, which requires comprehensive knowledge about F&S activities. This includes providing and interpreting applicable University and departmental policies and procedures. May draft responses that represent appropriate positions of the AVCED, and that may commit a course of action to effectively address and/or resolve matters related to F&S operations and services.
• Serve as confidential assistant to the AVCED of Facilities & Services, providing complex administrative support and management to the office. Handle sensitive and confidential issues. Respond to general inquiries, complaints, requests for specific assistance, and/or urgent matters requiring immediate attention.
• Serves as liaison between the AVCED and University administrative officials/staff (particularly between F&S and the Chancellor's and Provost's offices), campus academic/administrative units at all three campus locations, and other internal and external groups seeking assistance from this office.
• Provide authoritative information representing the AVCED's position on matters to faculty, staff, and the general public. Interpret and respond to questions related to university policies and procedures. Refer requests to the appropriate party on the AVCED’s behalf.
• Determine the appointment calendar of the AVCED using own initiative. Schedule appointments based on priorities, importance and sensitivity of the issue, and provide input regarding other participants. AVCED's calendar consistently involves meetings with the Chancellor, Vice Chancellors, Provost, Deans/Directors/Department Heads, both high-level Campus and General University Administration, and outside organizations, governmental agencies and municipalities. Must be aware of sensitive issues, priorities and problems with any of these entities, and allow for sufficient time to gather any needed information prior to scheduling meetings. Maintain "tickler" file to follow up on pending matters.
• Keep the AVCED informed of the status of projects by retaining information for the AVCED's review and use, following up with staff to maintain schedules and meet deadlines.
• Assemble and compose complex correspondence and reports requiring knowledge of the subject area including confidential information. Compositions may be informational or directive in nature and may be signed by the incumbent or prepared for the AVCED's signature. Occasionally, general direction is given with the expectation that the letter will be composed, typed, signed on his behalf, and transmitted. Much of the correspondence involves sensitive information of a confidential nature.
• Provide assistance to AVCED with special projects including by not limited to those assigned by the President, Chancellor, or Provost (e.g., presentations to Council of Deans, responsibilities associated with the Energy Task Force, Governance Subcommittee of the Energy Task Force, Annual Report, etc.).
• Make recommendations to the AVCED on F&S organization, procedures, and functions.
• Establish and maintain the AVCED's vital confidential files and records, including budget, personnel, salary and confidential projects essential to current and to historical records. These files often contain sensitive and confidential documents that must be accessible and quickly retrievable.
• Attend and coordinate arrangements, agenda, and minutes for a variety of meetings (weekly Executive Management Team, Quarterly Expanded Staff) to maintain awareness of status of projects. Many of these meetings discuss highly sensitive, confidential information. Responsible for obtaining and consolidating materials needed by the AVCED for meetings.
• Screen AVCED's calls, determine the need and provide the information or refer the call to the appropriate source. Review and prioritize AVCED's mail, redirecting items that need further information before being brought to the AVCED’s attention. Act on correspondence
• Arrange meetings and travel including scheduling, confirmation, contacting attendees and rescheduling the AVCED's appointments.
• Approve or oversee processing of accounting vouchers and invoices from AVCED's Office, including use of P-Card, T-Card, authorizing fund expenditures, facilitating budget account transfers arid approving expenses from the AVCED's account.
• Manage and perform other administrative functions as required and as appropriate

Physical Demands

• Standing : Occasionally

• Walking : Occasionally

• Stairs : Occasionally

• Sitting : Frequently

• Lifting/Carrying : Occasionally

• Pushing/Pulling : Rarely

• Climbing : Rarely

• Balancing : Rarely

• Bending/Stooping : Occasionally

• Kneeling : Occasionally

• Squatting/Crouching : Occasionally

• Crawling : Rarely

• Reaching : Rarely

• Grip/Dexterity : Rarely

• Twisting : Rarely

• Talking : Frequently

• Hearing : Frequently

• Repetitive Motions : Frequently

• Eye/Hand/Foot Coordination : Rarely

• Visual Acuity : Frequently

Working Conditions

• Noise : Occasionally

Minimum Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
A. 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)
B. 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, Skills and Abilities

• Excellent organizational skills, initiative, discretion, and tact; absolute confidentiality of information. Requires maturity, sound judgment, and the ability to multi-task and handle complex and diverse issues. Above average skills in dealing with a wide variety of personalities.

Appointment Information

This is a 100% full-time Civil Service 0171 - Administrative Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after 7/9/2023. Salary is commensurate with experience.
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 (CST) on June 16, 2023. 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 Drew Schlosser (dschloss@illinois.edu). For questions regarding the application process, please contact 217-333-2137.

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, COVID-19 vaccination requirement, 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. 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: 1018397
Job Category: Administrative
Apply at: https://jobs.illinois.edu