Office Administrator - Office of the Vice Chancellor for Research & Innovation

Office Administrator - Office of the Vice Chancellor for Research & Innovation

Location: Champaign, IL, US · Posted: 9/22/2026 · Closes: 10/8/2026 · Reference: 18033

Duties Responsibilities Executive Administrative Support: Provide primary administrative support to the Executive Associate Vice Chancellor and Associate Vice Chancellor/Chief of Staff. Manage complex calendars, coordinate meetings, prioritize competing requests, and proactively resolve scheduling conflicts. Exercise independent judgment in determining priorities, managing deadlines, and facilitating efficient workflow. Serve as a key point of contact and liaison among campus units, university leadership, faculty, staff, external stakeholders, and visitors. Prepare, review, edit, proofread, finalize, and route correspondence and other official communications. Maintain confidential records and sensitive information with the highest level of discretion and ensure compliance with university policies and procedures. Operational Support and Special Projects: Partner closely with the Assistant to the Senior Vice Chancellor to coordinate special projects, operational initiatives, and process improvement efforts. Assist with the development, implementation, tracking, and continuous improvement of office systems, procedures, and information management practices. Coordinate administrative support for committees, working groups, and strategic initiatives. Maintain and organize shared electronic and physical filing systems to enhance efficiency and accessibility. Provide backup support to the Assistant to the Senior Vice Chancellor and perform other duties as assigned. Event Coordination and Executive Logistics: Develop draft agendas, briefing materials, and meeting documentation for executive leadership. Coordinate domestic and international travel arrangements and manage logistics for meetings, events, and visits involving campus leadership, external partners, peer institutions, government representatives, and international delegates. Arrange catering, accommodations, transportation, and related event logistics while ensuring a professional and welcoming experience for guests. Research Community and Program Support: Coordinate and support administrative operations, workshops, events, and programs for the Research Development Community and the Office of Proposal Development. Monitor timelines, communications, registrations, and logistical arrangements to ensure successful program delivery.