Job Description

Administrative Assistant – Library Advancement

University of Illinois Urbana-Champaign Library

 

FUNCTION: This position is responsible for managing the advancement operations for the Library Advancement team including: the implementation of gift reporting and acknowledgement processes for Library Advancement; the administration of gifts- in- kind; the engagement of Library volunteers; and the administration of office activities and budget management.

 

Duties and Responsibilities

Gift Administration and Stewardship

• Manages the acquisition of unsolicited donations of books and materials (gifts -in -kind), in conjunction with donors, Head of Collections and other Library and University of Illinois Foundation staff.  Ensures that Deed of Gift forms are circulated, signed, and filed.
• Processes gift transmittals (check, cash, and gift-in-kind) to the University of Illinois Foundation
• Leads the weekly gift acknowledgement process including weekly gift reporting and generation of acknowledgement letters and personalized acknowledgements from unit heads, Dean, and advancement staff.
• Manages “Library is Looking For” and other annual gift opportunities.  This includes lists for Friendscript and online, donor acknowledgement, and gift acknowledgement from unit directors.
• Coordinates, orders and records donor recognition materials, plaques, and gifts including birthday gifts for special donors, holiday and birthday cards for Library Friends, window dedication materials, and gifts for special promotions or campaigns.
• Documents all donor communications, including impact reports and personalized acknowledgements from fund managers and the Dean.

Constituent Engagement

• Maintains constituent records including opt outs, addresses and demographic data, and event participation.
• Manages communication with volunteer leadership including meeting invitations, informational communications, volunteer handbook, event attendance, and volunteer biographies and headshots.
• Collaborates with special events team to plan and execute volunteer meetings and events.

Office Management

• Maintains calendars and arranges appointments, meetings, conferences and other engagements for the Assistant Dean.
• Assists with travel planning and reimbursements for the Library Business Office and OVCIA.
• Compiles and submits annual cost of fundraising survey for the University of Illinois Foundation.
• Receives and screens calls for department, answers basic questions, and refers callers to other units as appropriate.  Updates emergency contact protocol and directory listings. Evaluates and updates Departmental Procedure Manual.
• Opens and processes mail.
• Coordinates onboarding for new staff.
• Carries out additional related duties as directed, which would be incorporated within the duties as listed above.

 

Minimum Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. 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)
   2. 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

• Associate’s Degree or Bachelor’s Degree

Knowledge, Skills, and Abilities

• Communicating with Supervisors, Peers, or Subordinates – Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Computer Skills – Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
• Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
• Performing Administrative Activities – Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Obtaining Information – Observing, receiving, and otherwise obtaining information from all relevant sources.
• Establishing and Maintaining Interpersonal Relationships – Developing constructive and cooperative working relationships with others, and maintaining them over time.
• Communicating with Persons Outside Organization – Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
• Organizing, Planning, and Prioritizing Work – Developing specific goals and plans to prioritize, organize, and accomplish your work.
• Documenting/Recording Information – Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Identifying Objects, Actions, and Events – Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
• Written and Oral Comprehension – The ability to read and listen/understand information and ideas presented in writing or orally.
• Oral Expression – The ability to communicate information and ideas verbally so others will understand.
• Written Expression – The ability to communicate information and ideas in writing so others will understand.

 

Responsibility

Attention to confidentiality

How to Apply

Appointment Information This is a 100% full-time Civil Service Professional Exempt, Administrative Assistant position, appointed on a permanent basis. The expected start date is as soon as possible after the close of the search. The budgeted salary range for the position is $50,000 to $62,000. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, and budget constraints. 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 & Deadline Information Applications must be received by 6:00 pm (Central Time) on March 3, 2026. Apply for this position at https://jobs.illinois.edu. 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 Amy Dannowitz at amydanno@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 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.

Job Types: Full-Time. Salaries: Not Disclosed.

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