Administrative Aide - Academic and Student Affairs

Administrative Aide - Academic and Student Affairs

Vet Medicine Administration

In 2024 Forbes ranked the University of Illinois Urbana-Champaign as #13 among all US public colleges, on the basis of return on investment, student success, student debt, and alumni leadership and influence. Only one other campus featuring a veterinary college ranked above U. of I.

Job Summary

Under direction of the Associate Dean for Academic and Student Affairs (ASA), this position has primary responsibility for assisting the ASA office in planning, facilitating, and executing administrative functions, as well as managing some of the ASA office staff. This position involves close interaction with professional program students, faculty, staff, and campus contacts. Duties & Responsibilities

• Administrative Support & Policy Implementation
• Provide support to the Associate Dean for Academic and Student Affairs, Assistant Dean of Student Affairs, and ASA office in administrative matters.
• Review policies and procedures, analyze situations, and advise the ASA Associate Dean on policy enforcement within the ASA office, College, and University.
• Act as a liaison with college administration to implement and advise on ASA office operations.
• Ensure timely communication from the ASA office to the college community via email, website updates, and document preparation.
• Committee Participation & Faculty / Student Support
• Work closely with the Associate and Assistant Deans to analyze organizational structures and ensure academic and student support goals are met.
• Serve as a resource to faculty committee chairs and staff regarding professional program, college, and university policies and procedures.
• Attend regular committee meetings to act as a resource, ensuring policies and procedures are followed (e.g., Awards and Scholarship, Education Policy, Student Discipline, and Student Grievance committees).
• Respond to inquiries from students, faculty, and staff regarding ASA office policies, procedures, and programs
• Event & Special Project Coordination
• Assist in planning and coordinating special projects and essential programs, including complex scheduling of meetings / events.
• Organize yearly events for DVM students, such as Orientation, Blue Coat Ceremony, White Coat Ceremony, and Graduation.
• Coordinate faculty and staff programming related to educational training
• Personnel & Supervision
• Supervise some clerical employees in the ASA office.
• Supervise student workers, extra-help, and other employees, including assigning work, training, and processing appointment documentation.
• Assist in developing job descriptions for unit staff positions and oversee personnel transactions, searches, and employment.
• Schedule & Office Management
• Coordinate office and administrators' schedules, including prioritizing and managing appointments, meetings, and related activities.
• Invite and notify participants for meetings and events.
• Data & Financial Management
• Manage and control confidential documents, including student, institutional, and historical records.
• Collect data related to outcomes (e.g., student and alumni surveys, employment surveys, curriculum assessment data).
• Assist in developing departmental accounts, conduct budget transfers, and maintain itemized records of expenditures.

Minimum Qualifications

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 :

B. 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

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible. The budgeted salary range for the position is $55,000 to $60,000. 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.

For more information on Civil Service classifications, please visit the SUCSS web site at

Application Procedures & Deadline Information

Applications must be received by 6 : 00 pm (Central Time) on March 9, 2025 . 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 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 Dijon Davis (dijond@illinois.edu). For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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 : 1029325

Job Category : Professional and Administrative

Apply at :

Salary : $55,000 - $60,000