Administrative Assistant - Auxiliary, Health & Wellbeing
University of Illinois System
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- Location
- Urbana, United States
- Job type
- Full time
- Posted
- Oct 30
- 1 day ago
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Career path
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About the company
University of Illinois System
E-learning · 2 to 10 employees
What you'll do
- Manage the Associate Vice Chancellor’s calendar and serve as liaison to direct reports
- Accept, review, and process campus-wide Alcohol Approval Forms
- Coordinate annual liquor license renewals and oversee applications for new licenses
- Schedule meetings, gather, edit and distribute materials, and draft final reports
- Prepare agendas, attend, document, and distribute meeting notes
- Assist with the yearly student fee review and Repair and Replacement processes
- Assist with Associate Vice Chancellor and Director level searches
- Make travel arrangements and process reimbursements
Key skills
independent judgementinitiative
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Duties & ResponsibilitiesPrimary responsibility for managing the Associate Vice Chancellor’s calendar, exercising independent judgement and initiative in determining priorities and effective utilization of time for meetings and appointments. Serve as liaison between the Associate Vice Chancellor and their direct reports. Act as back-up to the Vice Chancellor’s assistant in managing the Vice Chancellor’s calendar.
Accept, review, and process campus-wide Alcohol Approval Forms; respond to inquiries regarding the Campus Alcohol Management Policy. Coordinate the annual renewal of liquor licenses held by campus units; oversee the application process for new licenses.
Schedule meetings, gather, edit and distribute materials, and draft final reports.
Schedule, prepare agendas, attend, document, and distribute meeting notes for director meetings, monthly committee meetings, and other meetings as requested by the Associate Vice Chancellor or Director.
Assist with the coordination of the yearly student fee review and Repair and Replacement (R&R) processes.
Assist with the search process for Associate Vice Chancellor and Director level searches in collaboration with Student Affairs Human Resources by booking locations for finalist interview schedules, ordering meals as needed, coordinating all travel and hotel accommodations, and reconciling all expenses at the end of the search process.
Identify sources and obtain information, often of a sensitive and/or confidential nature, for the Associate Vice Chancellor and the Vice Chancellor as needed for report and correspondence preparation.
Read and prioritize incoming mail for the Associate Vice Chancellor, draft responses as appropriate, and keep the Associate Vice Chancellor apprised of daily messages. Draft and edit correspondence/email messages for the Associate Vice Chancellor, as needed.
Make travel arrangements and process reimbursements for the Associate Vice Chancellor, the Director for Auxiliary, Health and Wellbeing, and guests visiting campus.
Prepare annual salary letters and maintain personnel files for the Associate Vice Chancellor for Auxiliary, Health, and Wellbeing leadership team, including the annual evaluation process.
Provide information to students, staff, parents, etc. Answer questions, determine methods and solutions to accomplish tasks, and acquire information needed to solve a variety of problems. Perform other duties as required or assigned.