Administrative Aide, ACE

University of Illinois - Urbana, IL

Full-time

Urbana, IL

Educational Services

About the position

The Administrative Aide serves as the principal assistant to the head of the Department of Agricultural and Consumer Economics at the University of Illinois Urbana Champaign. This role involves providing comprehensive administrative support, managing operational tasks, and facilitating communication within the department. The position requires a high level of confidentiality and discretion, as well as the ability to handle sensitive information and complex departmental reports.

Responsibilities

• Support the department head's day-to-day workflow, including travel and calendar management.
• Address inquiries on behalf of the department, providing information with initiative and discretion.
• Compile complex and confidential departmental reports for various purposes.
• Follow up on matters as needed and perform additional duties as assigned by the department head.
• Accompany the department head to meetings and take notes or minutes as requested.
• Assist with screening and approving Reports of Non-University Activities (RNUAs).
• Manage a confidential filing system for the department's official records.
• Draft agendas and prepare documents for the department head's signature.
• Coordinate travel for the department head and assistant head.
• Serve as the main contact for various committees and organizations regarding award submissions and presentations.
• Compile annual faculty reports, sabbatical requests, and promotion packets with the department head.
• Plan and coordinate meetings for departmental and college committees.
• Manage logistical support for faculty searches, including advertising and interview scheduling.
• Recommend administrative strategies for office goals and identify operational problems.
• Coordinate confidential elections for departmental committees.
• Ensure efficient communication of updates to the ACE intranet and website.
• Assist in managing student employees as required.
• Serve as backup for newsletters and intranet updates.

Requirements

• High school graduation or equivalent.
• Five years of experience in office administration, which may include college coursework in business, finance, or accounting.

Nice-to-haves

• Knowledge of university policies and procedures.
• Excellent judgment and discretion in handling confidential information.
• Ability to navigate effectively within the university system.

Benefits

• Competitive salary range of $48,000 to $68,000 based on qualifications and experience.