Administrative Assistant - President's Office - System Office

Administrative Assistant - President's Office - System Office

Hiring Department: President's Office

Location: Chicago, IL USA

Requisition ID: 1036623

FTE: 1

Work Schedule: Monday - Friday; 8:30AM - 5:00PM

Shift: Days

# of Positions: 1

Workplace Type: On-Site

Posting Close Date: 8/28/2025

Salary Range (commensurate with experience): $40.69 / hourly rate

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.

Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.

The position has management responsibility for various administrative, strategic, and executive functions that reflect the initiatives and priorities for the President's Office. Act as a liaison between the President, staff, and other Officers of the University.

Duties & Responsibilities:

• Provide strategic guidance on communications, meetings, travel arrangements, meetings and campus and community events, etc. This includes organizing travel, providing briefings, following up with tasks, creating an agenda, and managing routine correspondence.

• Oversee the day-day-day activities of the Chicago President's office, including student or civil service staff supervision of daily work, employee performance management, approval of the schedules and general office operations control.

• Answers phones and direct callers to the proper staff or, using knowledge of the University and own discretion, answers callers' questions or directs them to the University offices in Chicago or Urbana, as appropriate. Exercises control over phone access to President and the Vice Presidents.

• Main point of contact for visitors of the President in Chicago answers inquiries, creates and maintains congenial atmosphere and provides assistance in solving problems of the President's visitors. Answers inquiries and resolves problems which require the interpretation of necessary pertinent administrative polices and internal office guidelines.

• Respond to private and sensitive correspondence addressed to the President with extreme tact and knowledge. Accept, filter, record and direct incoming correspondence. Gather pertinent information from discussion, organize the data effectively, and take the necessary action. Examine meeting minutes and additional materials to identify pertinent items for follow-up.

• Works with University Officers of the University and/or Board of Trustees as needed.

• Makes necessary travel arrangements for the President as needed.

• Arranges lunch and catering for office meetings and manage technical equipment and proper settings in conjunction with office support staff. Work with other office staff to maintain office coverage during absences.

• Offers support and staffing for special events and also coordinates logistics with the Presidential Events team and provide staff support for important meetings and events hosted in Chicago.

• Reviews incoming mail of the Chicago office: processes documents containing confidential or sensitive information. Exercises control over correspondence requiring immediate attention and acts accordingly.

• Handle confidential and sensitive communications (mail and email) sent to the President, responding as appropriate, referring to another individual or attaching backup documents for the President's review and response. Accepts invitations to events based on the President's schedule and drafts responses or regrets.

• In conjunction with other office staff, assists in the inventory of the Chicago office, including ordering necessary supplies and equipment. Responsible for determining communication equipment needs and for requesting required maintenance service.

• Serve as the Unit Security Contact (USC) responsible for managing system security access for the President's Office. Liaise with IT contacts to ensure appropriate access and resolve technical challenges for all employees in the President's Office in an addition to serving as the President's Office Business Continuity Coordinator charged with updating the annual business continuity plan.
• Coordinate regular review and updates to the President's Office web properties in collaboration with External Relations and Communications.

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:
college course work in business, finance, accounting or a related field:

A. 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:

• Knowledge about guidelines set forth in the following publications/resources: The General Rules Concerning University Organization and Procedure; Campus Administrative Manual; University of Illinois Statutes; Policy and Rules for Civil Service Staff; Civil Service Statute and Rules; and Handbook for Good Ethical Practice for Faculty and Staff at the University of Illinois.
• Knowledge of University regulations governing travel expenses, in order to insure that reimbursement is appropriate.
• Knowledge about University digital platforms to perform specialized data entry applications related to document production/processing.

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