Office Support Associate - Vice Chancellor for Finance

Office Support Associate - Vice Chancellor for Finance

Hiring Department : Vice Chancellor for Finance

Location : Chicago, IL USA

Requisition ID : 1041140

FTE : 1

Work Schedule : Monday - Friday, 8:30AM - 5:00PM

Shift : Days

# of Positions : 1

Workplace Type : On-Site

Posting Close Date : 7/20/2026

Salary Range (commensurate with experience): $23.70 / hourly

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

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 Office Support Associate provides support to the Office of the Vice Chancellor for Finance (OVCF). Reporting to the Chief of Staff/Director, and working closely with the Assistant Director, this role ensures smooth office operations, manages calendars, coordinates meetings and events, assists with financial and procurement processes, and serves as a central point of contact for internal and external stakeholders. The incumbent supports strategic initiatives, enhances office efficiency, and contributes to a professional, collaborative work environment.

Duties & Responsibilities

Administrative & Office Support

• Serve as the primary onsite administrative contact for the VCF office, ensuring seamless daily operations.
• Greet visitors, answer calls, relay messages, and address routine inquiries with professionalism.
• Manage complex calendars, schedule meetings, appointments, and events, proactively resolving conflicts and providing timely reminders.
• Prepare, edit, and manage correspondence, reports, presentations, briefing materials, and meeting minutes.
• Maintain office organization, supplies, confidential files, and records.
• Support office emergency preparedness, including building protocols and safety procedures.

Financial & Procurement Support

• Develop expertise in university financial policies to facilitate procurement, P-card and T-card reconciliation, and purchase requests via iBuy and Emburse.
• Assist with account reconciliation, billing, receipts, deposits, and financial reporting for VCF units.
• Support routine financial paperwork and monitor office budget tracking to ensure compliance and accuracy.
• Assist as needed on projects and financial matters.

Travel Coordination

• Arrange travel and itineraries for the VCF and occasionally for assigned staff, ensuring full compliance with university travel policies.
• Coordinate transportation, accommodations, and detailed travel documentation to ensure smooth, efficient trips.

Event & Meeting Coordination

• Plan, organize, and execute all meetings, workshops, and special events for the VCF office, ensuring a seamless and professional experience for all participants.
• Manage complex scheduling for multiple participants, cross-departmental stakeholders, and senior leadership, proactively resolving conflicts.
• Coordinate all logistics for internal and external meetings, including space reservations, catering, AV setup, presentation materials, and handouts, RSVP’s, attendance and special accommodations.
• Lead coordination of events, such as conferences and unit retreats, ensuring adherence to university policies and operational standards.
• Support event preparation, checklists, facility requests, and team operations, including inventory management and asset updates.

Project & Special Support

• Assist with high-level projects, research, and special initiatives across the VCF office.
• Compile, organize, and analyze information for recurring and ad hoc reports.
• Maintain department websites, communication channels, and informational resources.
• Support special projects and perform other duties as assigned to meet office and organizational objectives.

Minimum Qualifications Required

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) months from the categories below:
• College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
• 30 semester hours equals one (1) year (12 months)
• Associate’s Degree (60 semester hours) equals eighteen months (18 months)
• Work experience performing office/clerical activities, including the use of computer systems.

Preferred Qualifications

• Experience providing high-level administrative support, preferably in a university or large organizational environment.
• Exceptional organizational, communication, and interpersonal skills.
• Proficiency with Microsoft office, software, calendaring systems, and procurement platforms (iBuy, Emburse).
• Strong ability to manage multiple tasks and prioritize effectively.
• Demonstrated professionalism, discretion, and commitment to confidentiality.
• The ideal candidate should be proficient in key software and systems commonly used at UIC, including but not limited to Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, OneDrive), Zoom, SharePoint/Box, iBuy, Emburse, Banner/UI-Integrate, Excel/Power BI, Qualtrics, and Adobe Acrobat/Creative Cloud .

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date.

Illinois Residency is required within 180 days of employment.

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.

The university provides accommodations to applicants and employees. Request an Accommodation

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.