Chancellor's Schedule Coordinator - Office of the Chancellor
University of Illinois

Chancellor's Schedule Coordinator - Office of the Chancellor

University of Illinois Urbana-Champaign

Job Summary
With oversight by the Executive Assistant to the Chancellor, the primary function is to strategically manage the calendar and travel of the Chancellor. Additionally, the Administrative Aide acts as a backup for other office personnel as needed, ensuring continuity and smooth functioning of office operations during absences by stepping into roles and handling duties as required.
Duties and Responsibilities -

Administrative Support

• Review meeting and invitation requests for the Chancellor and other senior administrators in the Office of the Chancellor, being mindful of existing commitments to effectively manage the calendar. Exercise sound judgment and authority to establish, change, or cancel appointments as necessary to accommodate shifting priorities. Coordinating the Chancellor's schedule with principal staff members is essential for timely decision making. Contact meeting participants via email or telephone and send confirmation details. Discretely transmit relevant background materials to participants, especially when dealing with confidential information. Prepare briefing and meeting materials for the Chancellor in advance of meetings.
• Coordinate all transportation, hotel, and flight reservations for the Chancellor. Collaborate with the Chancellor's Executive Assistant to monitor the Chancellor's calendar for upcoming travel opportunities, sharing this information with the offices of Illinois Advancement, Illinois International, and the Office of Corporate Relations as appropriate. This collaboration aims to maximize the value and impact of the Chancellor's off-campus travel. Additionally, the Administrative Aide works with the Executive Assistant to develop a comprehensive understanding of the Chancellor's travel preferences, ensuring consistency and accuracy in travel specifications, including memberships and discounts. This approach guarantees the best rates for preferred accommodations in accordance with university policy. Utilize prior international travel experience to review international travel requirements for each country to be visited, including visa and immunization needs.
• Coordinate with Strategic Communications and Marketing on requests for remarks, providing relevant contact information and background material as available. Consistently monitor the Chancellor's schedule to ensure that remarks are submitted well in advance and reviewed/revised and formatted as needed.
• Operate autonomously, receive, review, filter, and prioritize meeting requests for the Chancellor requiring a deep understanding of the Chancellor's activities, priorities and the broader campus context. Maintain regular and direct communication with the Chancellor to ensure they are well-informed of their schedule and upcoming commitments, thereby preventing any confusion and maximizing efficient use of time.
• Provide direct support to the Chancellor in the absence of the Executive Assistant to the Chancellor.

Correspondence

• Collaborate closely with the Executive Assistant to the Chancellor to prepare correspondence and reports that reflect professionalism and enhance communication clarity. Conduct independent research to verify content and ensure accurate contact information for recipients. As directed by the Executive Assistant, perform light editing and proofreading to ensure information is conveyed accurately and efficiently, fostering positive relationships and facilitating informed decision-making among stakeholders. Participate in the preparation and distribution of correspondence to a wide range of internal and external university stakeholders, including various campus award programs, the proofreading and release of mass emails, and the processing of nomination letters from units reporting to the Office of the Chancellor.

Integration of Information/Resource

• Engage with a diverse range of campus and external stakeholders on various subjects. Prepare and review written communications and interact verbally with professionalism and courtesy with the Board of Trustees, university administrators, faculty, staff, students, parents, state and federal legislators, alumni, local organizations, business leaders, and friends of the campus.
• Review and assimilate information from correspondence, reports, emails, and phone contacts to structure and coordinate scheduling for the Chancellor. A comprehensive knowledge of current campus issues is essential for assessing and processing incoming requests efficiently. Due to the complexity and volume of ongoing requests, careful attention to status and resolution of issues is crucial, with a focus on accuracy.
• Maintain accurate records, files, and databases, ensuring confidentiality and easy retrieval of information. Utilize extensive knowledge of the Office of the Chancellor's operations to manage and facilitate intra- and inter-departmental planning activities. Establish and maintain effective relationships with a wide array of constituencies. As part of a collaborative office team, serve as the central communication intake point, acting as a resource, referral agent, and liaison to staff, campus and community groups, and other senior administrators.
• Act as a liaison between the Chancellor and the Special Events office, ensuring event dates are identified and information is accurately entered on the calendar. Prepare daily calendar files that include background information and briefing materials for meetings and events. Prioritize work and assess resources to handle the high volume of requests, ensuring quick turnaround and continual evaluation for efficiency.

Fiscal Transactions

• Arrange itineraries and accompanying travel arrangements for the Chancellor, Office of the Chancellor senior administrators as needed and external personnel involved in university business. Using T-Card, complete meeting/conference registrations, reserve hotel rooms, rental car and airline travel, as needed. Ensure that necessary travel reimbursements are processed in a timely fashion.
• As directed by the Executive Assistant to the Chancellor, work closely with the Budget Office to ensure that funds are transferred accurately to units overseeing a variety of events and memberships sponsored by the Chancellor's Office making sure to follow university policies and procedures and ensure that necessary preapproval has processed. Assist with the reconciliation of P-card/T-card transactions.

Other Duties as Assigned

• Plan, coordinate, and implement special projects and programs on behalf of the Chancellor and Executive Assistant to the Chancellor.
• Serve as back up to the Executive Assistant to the Chancellor and to other team members as needed covering their responsibilities during absences for general office needs, administrator support, and Swanlund building coordination, including maintaining conference room calendars, managing office supply inventory and purchases, acting as the building liaison for facility-related needs across all floors of the Swanlund Administration Building, overseeing the Illinois Chancellor email inbox, sorting and distributing office mail, and serving as the primary contact for office guests and phone calls to ensure continuity in the staff member's absence.

Additional Physical Demands
Work is performed in an office setting that is generally sedentary but may involve some physical exertion. High-priority projects can create considerable pressure, requiring the individual to be responsive to changes and requests related to the Chancellor's activities, which may occur during evenings and weekends. Occasionally, walking materials across campus for delivery may be necessary. The work environment is fast-paced and can be tense due to the nature of the office. There may be instances where grievances, demands, or complaints from faculty, students, staff, parents, alumni, and the general public can be stressful and challenging. However, the entire staff of the Office of the Chancellor is available for support and backup assistance as needed.

Minimum Qualifications -

• High school graduation or equivalent
• 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:
    • 60 semester hours or an Associate's degree equals one year (12 months)
    • 90 semester hours equals two years (24 months)
    • 120 semester hours or a Bachelor's degree equals three years (36 months)
    • Master's degree or higher equals four years (48 months)
  • progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Knowledge, Skills and Abilities -

• The ideal candidate is highly organized, analytical, and perceptive, with exceptional comprehension skills. They possess sound judgment to assess competing calendar requests-both internal and external-and can continually re-prioritize scheduled and pending commitments. Above-average interpersonal skills are essential for effectively engaging with a wide variety of personalities and constituents.
• The incumbent must demonstrate sound judgment in sensitive situations and while performing general office duties, including managing international travel logistics and understanding related regulations. Familiarity with appropriate conversational and written styles is necessary for addressing complex and diverse issues. Accuracy and acute attention to detail are critical, along with a solid understanding of the University and campus.
• The candidate should remain calm under pressure, effectively organizing, prioritizing, multitasking, and managing their time as well as that of others. Strong skills in grammar, proofreading, and formatting are essential.
• Additionally, the role requires the ability to generate results quickly while maintaining tact, discretion, and confidentiality when interacting with diverse groups. Interpersonal effectiveness and clear communication with various administrative levels are crucial, as is the ability to navigate varied, stressful, and sometimes challenging subject matter.
• Demonstrated experience in coordinating both domestic and international travel arrangements for high-level administrators, including logistics management and adherence to travel policies.

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position. The expected start date is as soon as possible after the close of the search. The budgeted salary range for this position is $55,000 - 65,000. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. Sponsorship for work authorization is not available for this position. Work for this position will be expected to be performed on-site at the Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on October 15, 2024. Upload a cover letter, resume (with month/year employment dates), contact information for three professional references, and transcripts or proof of degree(s).

Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Laura Williams lauraw@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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 .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1026997
Job Category: Administrative
Apply at: https://jobs.illinois.edu

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