Administrative Assistant (Projects Assistant)

Administrative Assistant (Projects Assistant)The Administrative Assistant (Projects Assistant) coordinates and advances the work of the Executive Vice President & Vice President of Academic Affairs (EVP/VPAA) Office under the direction of the Chief of Staff, supporting high-priority initiatives that advance the mission, vision, and strategic goals of the university system.

The role is critical to ensuring operational effectiveness of the EVP/VPAA office and ensuring the success of various initiatives of the University of Illinois System and its three universities. The Project Management Assistant coordinates and manages special projects across the EVP/VPAA portfolio in support of senior leadership. Projects will be assigned by the Chief of Staff and may involve any topic of relevant interest to the administration. This position requires strong alignment with the University of Illinois System's mission, values and strategic vision, sound judgment, excellent analytical and problem-solving skills, and substantial comfort working in a complex, fast-paced environment. The Administrative Assistant will manage cross-functional projects, coordinate executive-level communications, ensure timely execution of deliverables, and support the Chief of Staff in managing emergent issues and overflow work.Duties & Responsibilities:Assist with special projects and initiatives including development of project plans and timelines, monitoring progress, and ensuring the execution and completion of deliverables.Manage ongoing and ad hoc projects and initiatives as assigned by the Chief of Staff.Support high-level meetings, retreats, and special events including agenda development, logistics, budget management, and follow-up.Serve as a liaison between the EVP/VPAA Office and internal/external partners and guests.Support operational planning for the EVP/VPAA Office, including workflow coordination, process improvement, documentation, and implementation of office procedures.Maintain project records, shared files, dashboards, contact lists, and other tracking tools to ensure information is organized, current, and accessible.Assist with intake, prioritization, and execution of emerging requests, ensuring urgent items are triaged appropriately and routine operational needs are handled efficiently in collaboration with Business Administrative Associate.Conduct research, prepare briefing materials, and synthesize data to inform executive decision-making.Manage key issues by seeking information and counsel, while keeping the Chief of Staff informed.Assists as necessary to help solve problems in a positive and proactive manner ensuring collaboration with the relevant stakeholders and adherence to state and federal laws and policies of the University and Board of Trustees.Performs such other duties as assigned by the Chief of Staff.Minimum Qualifications:High school graduation or equivalentAny 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 professional, managerial and supervisory experience that included experience in areas such as supervising staff or job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principlesPreferred Qualifications:At least five years of relevant professional experience, including project management, executive support, or strategic initiatives work with senior or executive level leadership preferably in higher education, non-profit or public sectors.Knowledge, Skills and Abilities:Experience with managing and coordinating projects.Mature judgment and demonstrated ability to work independently, exercise discretion and maintain confidentiality.Strong interpersonal, organizational, time management, and critical thinking and analytical skills; adaptability to meet changing demands; and ability to manage multiple competing priorities.Ability to identify, research, analyze and address a wide variety of issues and problems in a high- volume and often fast-paced work environment.Collegiality, approachability and diplomacy at all levels of an organization, included the ability to motivate and engage others.Demonstrated ability to work with senior leadership and navigate complex organizational structures.Be in the office 4-5 days per week.Ability to travel occasionally.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. The budgeted salary range for the position is $70,000 to $80,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. System Office jobs such as this one are not eligible for the Referral Program.Application Procedures & Deadline Information:Applications must be received by 6:00 pm (Central Time) on September 30, 2026. 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 Amanda Bubonic at For questions regarding the application process, please contact .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.