Administrative Assistant - Office of the Dean of Students at University of Illinois Urbana-Champaign in Urbana, IL

Job description

Duties and Responsibilities Executive and Administrative Support Manages the Associate Vice Chancellor for Student Advocacy and Dean of Students’ calendar, priorities, and time commitments, anticipating needs and coordinating administrative details to support institutional responsibilities, fiduciary requirements, and the effective execution of the dean’s priorities. Prepares and maintains files/reports as requested by the dean and various university divisions. Tracks commitments, decisions, and requests assigned by the Associate Vice Chancellor for Student Advocacy and Dean of Students, coordinates needed follow-up and helps ensure matters are completed accurately and on schedule. Serves as a knowledgeable and trusted liaison between the Office of the Dean of Students and faculty, students, staff, and community representatives. Exercises initiative, tact, discretion, and a thorough understanding of the office’s programs to respond to inquiries, connect individuals with appropriate resources, and facilitate communication by telephone, email, Microsoft Teams, Zoom, walk-in interactions, and scheduled appointments. Provides comprehensive administrative and coordination support for the Council on Student Conduct Expectations and Accountability, which considers revisions and new policies for the University of Illinois Student Code. Responsibilities include scheduling monthly meetings, managing communications between the committee and the University Senate, maintaining the roster and meeting minutes, preparing reports, and coordinating the yearly update and publication of the Student Code. Handles and safeguards highly confidential and sensitive information with discretion, sound judgment, and an understanding of its significance and potential impact. Evaluates office operations, identifies emerging needs or inefficiencies, and recommends administrative strategies and practical solutions that advance office goals. Participates in personnel hiring, supervision, and evaluation decisions, including front desk staff. Approves timecards as directed. Accompanies the dean to meetings as requested, provides coordination and follow-through in support of meeting outcomes, and represents the office on committees, work groups, and the Council on Student Conduct Expectations and Accountability. Ensures other office support staff remain informed about current university policies and procedures and promotes consistent practices and compliance with applicable requirements. May supervise designated staff, including student employees. Coordinates administrative and logistical support for conferences hosted by the dean, including advance communications, fee and registration tracking, room arrangements, directory preparation, and post-event follow-up. Events include the Midwest Deans annual conference. Provides informed recommendations regarding equipment purchases, policy and procedure development, and the analysis and improvement of office operations. Maintains and updates content on the Office of the Dean of Students website to ensure information remains current and accurate. Performs related duties as assigned. Financial Administration, Reporting, and Record Retention Duties Supports the financial and budget operations of the Office of the Dean of Students in close partnership with the Student Affairs Director of Budget and Finance. Maintains and retains required departmental financial and administrative records, including financial statements and supporting documentation; assists the FABweb unit representative in maintaining accurate property inventory records; creates and maintains other reports as assigned or requested. Supports oversight of the office’s budget and financial obligations by helping units develop departmental program budgets and reconciling monthly accounting reports in consultation with unit staff. Provides ongoing guidance and training to promote accurate, timely, and consistent financial practices across ODOS units. Ensures th