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Administrative Assistant - Discovery Partners Institute

Administrative Assistant
Discovery Partners Institute
The Grainger College of Engineering
University of Illinois Urbana-Champaign

This position requires full-time, on-site presence in Chicago, IL.

The Discovery Partners Institute in The Grainger College of Engineering seeks applicants for an Administrative Assistant position. This position serves as the senior member of the administrative support team, supervising staff to coordinate support across the Discovery Partners Institute (DPI). The role manages calendaring for the Executive Director, Research Director, and other senior leaders as needed, and ensures high-quality administrative service across the organization, exercising sound judgment, prioritization, writing and editing, confidentiality, and high performance with minimal supervision.

Duties and Responsibilities:

Calendar & Travel Management

Work independently to provide executive support by managing the complex and encompassing calendars and travel arrangements for the Executive Director, Research Director, and other senior leaders as needed.
Communicate with university officials, external constituents, and DPI staff to serve as a liaison and coordinate meetings, travel and events on behalf of executive leadership.
Prioritize participants and evaluate obstacles and challenges as they arise, make recommendations.
Evaluate and revise scheduling and coordination methods as needed.

Supervision & Training

Train and supervise Office Support Specialists (currently 2) to ensure consistently high-quality administrative support across the organization.
Assign duties and tasks, establish priorities, and provide guidance and troubleshooting to ensure effective administrative operations.
Guide staff in handling confidential and emergent matters requiring discretion and judgment in accordance with university policies and procedures.
Empower staff to diplomatically resolve issues, follow procedures, and maintain effective working relationships with senior university leadership, government officials, civic and industry leadership, and DPI partners.

Executive Director Communications Support

Ensure that the Executive Director is briefed for meetings with a wide range of individuals and groups.
Support the Executive Director in all areas including relations with senior university leadership, government officials, civic and industry leadership, and DPI partner institutions.
Manage and prioritize the high volume of communication for the Executive Director, drafting and coordinating timely responses. Serve as liaison to those reporting to the Executive Director.
Consult with and advise the Executive Director on matters of significance, including confidential and emergent matters that may require immediate action and the use of discretion and judgment. Analyze complex issues, identify viable options, and communicate options to the Executive Director and others. Implement options.

Administrative Team Leadership

Serve as a leader and advocate for administrative support staff on the administrative team (business, HR, facilities, events, communications, IT).
Investigate issues, develop recommendations and options, and contribute to identifying and deploying solutions.
Contribute to discussions about administrative support staffing levels and organizational structures.

Events & Conferences

Contribute to the planning, coordination, and implementation of events and conferences with a variety of internal and external constituents.
Ensure appropriate administrative support is provided for special initiatives and committees as needed.

Other Duties

Perform other related duties and participate in special projects as assigned.

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:
60 semester hours or an Associate's degree equals one (1) year (12 months)
90 semester hours equals two (2) years (24 months)
120 semester hours or a Bachelor's degree equals three (3) years (36 months)
Master's degree or higher equals four (4) years (48 months)
B. Progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

Preferred Qualifications:

Bachelor’s Degree
Five (5) years of progressively responsible administrative responsibilities, preferably in an academic or research setting.

Knowledge, Skills and Abilities:

Knowledge of University of Illinois operations, policies, and procedures.
Proficiency with MS Office suite.
Ability to effectively communicate with others; strong analytical, problem-solving, and organizational skills.
Ability to work collaboratively with a diverse population.
Highly organized and independent worker with ability to manage multiple responsibilities; excellent time management.
Ability to prioritize duties and assignments.
Strong analytical/problem-solving skills to interpret policies and resolve problems without precedent.
Exceptional attention to detail; ability to use discretion and maintain confidentiality.

Appointment Information

This is a 100% full-time Civil Service Administrative Assistant position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. The budgeted salary range for this position is $75,000- $90,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. This position will be expected to work on-site at 220 S Wacker Driver, Chicago, IL, on a full-time basis per the University’s Workplace Flexibility policy. This position is not eligible for any type of sponsorship for work authorization.

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 and Deadline Information
Applications must be received by 6:00 pm (CST) on March 24, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. 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 Kelsey Marr at krok2@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1034841
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu

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