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Administrative Assistant - Office of the Vice Chancellor for Advancement

University of Illinois Chicago
life insurance, paid time off, retirement plan
United States, Illinois, Chicago
May 19, 2026
Administrative Assistant - Office of the Vice Chancellor for Advancement Administrative Assistant - Office of the Vice Chancellor for Advancement Hiring Department: Office of VC for Advancement Location: Chicago, IL USA Requisition ID: 1040549 FTE: 1 Work Schedule: Monday - Friday, 8:30AM - 4:30PM Shift: Days # of Positions: 1 Workplace Type: Hybrid Posting Close Date: May 24, 2026 Salary Range (commensurate with experience): $70,473.00 - 71,877.00 / Annual Salary About the University of Illinois Chicago UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago. This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. Reporting to the Assistant Vice Chancellor for Advancement for Alumni and Donor Engagement (AVC), the Administrative Assistant (AA) supports the management of administrative tasks essential to the efficient operations of the Alumni and Donor Engagement (ADE) team. The AA performs a variety of functions in support of programs, operations and services administered by the Office of the Vice Chancellor for Advancement (OVCA) and the University of Illinois Foundation (UIF) and within the AVC's areas of responsibility, which require knowledge about overall advancement activities, applicable University, UIF and departmental policies, and established office procedures. Duties & Responsibilities: Efficiently manage the AVC's calendar, scheduling meetings, appointments, and events, while proactively addressing conflicts and ensuring timely reminders. Coordinate logistics for meetings, including room reservations, catering arrangements, and audio-visual equipment setup, to ensure seamless execution. Update records and extract necessary information and reports from the alumni and donor database to assist the AVC in making informed decisions and presentations. Assist in preparing the AVC for meetings and presentations by compiling relevant materials, briefing documents, and reports. Develop a comprehensive understanding of university financial policies and systems to support procurement through iBuy, reconciliation of P-cards and T-cards, and assisting with purchases while ensuring compliance. Provide administrative support to the direct reports of the AVC as needed, assisting with high-level projects, meetings, and other tasks which may include but is not limited to: composing and editing correspondence, preparation of information and reports, preparation of presentations, research, maintenance of donor and alumni tracking in database, drafting donor/prospect briefings for the AVC and UIC leadership, and substantive special projects. Coordinate travel arrangements for AVC and assigned staff under AVC's purview, including transportation, hotel accommodations, and preparation of itineraries, which requires knowledge about travel policies and procedures to ensure compliance with established University and departmental travel guidelines/restrictions. Maintain the overall organization and efficiency of the office, including managing supplies, handling correspondence, and responding to inquiries. Cultivate a welcoming and collaborative team environment within the office, fostering a culture of professionalism, positivity, and mutual support. Perform other related duties and participate in special projects as assigned. Minimum Qualifications Required: 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 Preferred Qualifications: Associate's degree or equivalent experience in business administration, office management, or related field. Proven experience in calendar management, meeting coordination, and administrative support roles, preferably in a higher education setting. Experience in higher education, managing office operations and creating a supportive team environment. Proficiency in database management and report generation, with strong attention to detail and accuracy. Excellent communication and interpersonal skills, with the ability to interact professionally with diverse stakeholders. Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications. Ability to maintain confidentiality and handle sensitive information with discretion. Strong organizational skills and the ability to prioritize tasks effectively in a fast-paced environment. Positive attitude, adaptability, and willingness to take initiative to support the needs of the office and the AVC. To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment. 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, and employment eligibility review through E-Verify. The university provides accommodations to applicants and employees. Request an Accommodation Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/19706?c=uic Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-1f5c085433fc814ba07241f3fc93a740