Administrative Assistant - Office of the Vice Chancellor for Advancement

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.