Administrative Assistant

Aurora University (AU) is committed to the transformative power of learning by creating a student-centered environment and an equity of experience and opportunity, to ensure that students, faculty, and staff of all backgrounds feel welcome and included. Our culture of collaboration, generosity, and belonging make it a special place for students, faculty, and staff.

AU is grounded in the transformative opportunity it provides to a diverse student body. As a private university with a public mission and a commitment to making a difference in peoples’ lives, AU has a long history of resilience and of providing access to an education that values innovation, focuses on continuous improvement, and has a positive impact on the communities we serve. We are proud of our service to and economic impact on the state of Illinois, where over 80% of our students stay to live and work, where 90% of our students come from, and where we foster strong community partnerships to develop the workforce in areas such as nursing, education, business, technology, and social work.

We are looking for passionate and purposeful individuals who represent the full diversity of Aurora and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, ability, identity, and ethnic backgrounds present in our community. When you join the team at AU, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, staff, students, and community partners.

At AU we believe that continuous learning is a fundamental part of working life, and our goal is for all colleagues on our campus to feel supported and equipped to realize their full potential. We actively support our community by providing all employees with opportunities to engage in professional development activities, as well as a range of tuition and employee benefits that can be found here .

Position Purpose:

The Administrative Assistant in the Office of the President supports learning by providing quality administrative and clerical support to the President.

Core Competencies:

Represents Aurora University in the most positive manner with prospective, former and current students, clients, suppliers, and the community we serve. Interacts effectively with a diverse group of faculty, staff, students and other customers of our service, learns and uses operating practices of the department and Aurora University.

Upholds the Mission Statement:Aurora University is an inclusive community dedicated to the transformative power of learning. As a teaching-centered institution, we encourage undergraduate and graduate students to discover what it takes to build meaningful and examined lives. We empower our students to achieve lasting personal and professional success.

Handles all information with tact and discretion and recognizes the confidential nature of university business.

Supports learning through performance of essential job functions and performing other duties and functions as necessary or as assigned.

Essential Job Functions:

Greets guests and screens incoming phone calls.

Manages calendar and daily appointments for the President. Arranges appointments, meetings, and conference calls, considering priority and urgency.

Provides President with background information and/or supporting documents in preparation for scheduled appointments, interviews, etc.

Arranges for all Presidential travel including transportation and accommodations.

Manages the President’s expense reports.

Secures President’s signature on HR documents, including curriculum changes, BOA statements, etc.

Works closely with Community Relations team for special events on campus/President’s home/setup/food/invites/guests, etc.

Attends commencement/convocations working with the Community Relations team on President’s role/speeches/etc.

Assists with Zoom meetings/AV equipment for meetings as needed.

Updates organization charts for President’s Cabinet working closely with University Communications team.

Coordinates gifts sent on behalf of the President including birthday gifts/cards, holiday gifts, sympathy floral arrangements, retirement gifts, etc.

Assists Sr. Executive Assistant with various projects and tasks that support the Office of the President as well as Board of Trustees meetings.

Purchases office supplies.

Distributes campus mail and prepares all outgoing mail.

Maintains all files related to the President’s office.

Maintains confidentiality at all times.

Execute other projects and responsibilities as assigned.

Essential Job Requirements:

Education:

• Bachelor’s degree required.

Experience:

• Minimum of 3 years of experience in an administrative assistant role, preferably in higher education.
• High level of proficiency in calendar management required.
• Proficient in the following MS Office programs: Word Outlook Power Point Excel

Skills:

• Excellent verbal and written communication skills.
• Excellent interpersonal skills that support a welcoming and friendly office environment.
• Self-starter who can work both independently and as a part of a team.
• Strong organization skills and detail oriented.
• Ability to multi-task and prioritize work while effectively managing time.
• Diplomacy and tact necessary to manage demands on President’s time.

Physical Requirements:

• The ability to interact in person, via electronic media, and on the telephone.
• The ability to move about campus and between locations.
• The ability to spend long periods of time at a computer station.
• The ability to work a flexible schedule as needed with some weekends and evenings required.

Benefit-eligible positions offer excellent benefits including health, dental, life, vision, long term disability, a 403(b) retirement plan through TIAA, and tuition remission.

To apply, please send resume, cover letter, and contact information for three references including name, telephone, and email address.

If you were referred by a current employee of Aurora University please include the name of the employee in your submission.

Aurora University
Human Resources
347 South Gladstone Ave
Aurora, IL 60506
jobs@aurora.edu - email

Aurora University is an Equal Opportunity Employer.