The IBHE is seeking a Secretary to the Board and Executive Assistant to serve in a high-level leadership role to coordinate the development of the recommendations for consideration by the Board and provide administrative support to the Executive Team, and training for the Public University Trustees. This position reports to the Executive Director and works under general supervision and requires the use of discretion, judgment, initiative, and excellent organizational skills.

Major Duties & Responsibilities:

The Secretary will:

• Provide strategic and operational support for the Board, including all aspects of Board meetings, addressing Board members’ needs and responsibilities, tracking Board member appointments, overseeing board communications, preparing briefings, scheduling, etc.
• Prepare Board meeting agendas, notices, locations, and postings for at least five statewide meetings each year
• Support the ongoing training and engagement with the Public University Trustees, upholding statutory requirements.
• Develop and enhance relationships with offices of institutional leadership
• Serve as main point of contact and support for the Executive Team, including conducting special projects, preparing briefings, and drafting remarks, meeting management, scheduling and coordination
• Coordinate logistics and follow up activities
• Maintain records, documents and files for the Board and Public University Trustees
• Perform other duties appropriate for the position of Secretary of the Board and Executive Assistant, as assigned

Knowledge, Skills, and Abilities

• Strong interpersonal skills and a teamwork orientation
• Strong problem-solving skills
• Committed focus on accuracy and attention to detail
• Strong organizational and project management skills
• Excellent communication skills with a variety of audiences including at the Board/Executive Level
• Takes initiative; self-starter
• Extremely driven, intellectually curious, and committed to continuous learning and growing
• Interpersonal competencies that demonstrate an understanding of the importance of courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships
• Demonstrated ability to prepare reports and other documents that are clear and concise
• Excellent knowledge of Word, Excel, and Power Point
• Working knowledge of Adobe Acrobat; Experience with Adobe Creative Suite a plus

Education and Experience:

• Bachelor’s Degree from an accredited college or university, required, and a minimum of 5 years of administrative work-related experience, 10+ years’ supporting senior leadership/C-suite executives; and/or Board Governance, Board of Trustees or Board of Directors may substitute for Bachelor’s Degree.

The ideal candidate

• is passionate about public service and education
• is a doer, a good communicator, and intellectually curious
• is committed to continuous learning and growing
• is a supportive colleague, reinforcing a strong team-focused culture
• is attentive to details

Work location:

The primary work location is a hybrid work week in Springfield, IL. However, Chicago or other locations in Illinois will be considered. Regular travel within Illinois to at least five Board meetings per year is expected. Other travel within Illinois is expected, as required by the work.

Salary and Benefits:

Salary is commensurate with experience within the range of $60,000-$70,000. We offer the state’s competitive employee benefits package.

To Apply:

For full consideration, submit (1) letter describing your interest in the role and how you meet the qualifications, (2) resume, and (3) at least three professional references including names, professional titles, and current emails and phone numbers.

Interviews will begin immediately and will be conducted virtually. Please submit your materials by e-mail to: humanresources@ibhe.org

We are committed to a diverse and inclusive workforce by ensuring all our staff work in an environment of openness and acceptance. We strive to foster a community where people of all backgrounds, identities, and perspectives can feel secure and welcome. We also value the well-being of each of our employees and are dedicated to creating a healthy place to work, learn and live. As an Equal Opportunity Employer, we strongly encourage veterans, individuals with disabilities, women, and minorities to apply.

IBHE is an equal opportunity employer committed to a diverse workforce. In compliance with the Americans with Disabilities Act and the Illinois Human Rights Act, state agencies must ensure that the employment process is accessible to persons with disabilities. Specifically, these laws require that the state provide reasonable accommodation upon request by individuals participating in all steps of the employment process. This includes the State of Illinois interview process.

Download the Secretary to the Board and Executive Assistant

IBHE is seeking a full-time Assistant Project Director to assist in the implementation of the Early Childhood Access Consortium for Equity (ECACE), one of the strategic plan strategies. The Assistant Director will work closely with the Project Director on activities such as grant monitoring and reporting, supporting Consortium institutions, coordinating and preparing needed reports, and supporting communications with internal and external partners and stakeholders.

The ideal candidate will have:

• A passion for public service, education, and equity
• Experience in the field of education (early childhood, K-12, or higher education)
• Experience administering large projects from inception through completion
• Good verbal and written communication and interpersonal skills

Major Duties & Responsibilities:

• Coordinates and facilitates the grantmaking and administration process for Consortium-related activities for the full ECACE initiative, in partnership with program and fiscal partners. This includes maintaining communications and tracking systems to manage information, monitoring, and reporting.
• Analyzes and aggregates data across grant reports and prepares summaries for internal review.
• Coordinates statutorily required reporting for the General Assembly, the Governor, and the Advisory Committee on the progress made by the consortium, which includes developing a project plan and schedule, coordinating work internally, and coordinating work across state agencies.
• Attends and represents the Project and agency at both internal and external meetings, including those with other state agencies.
• Supports external communication and work with representatives from other Illinois state agencies and institutions of higher education.
• Supports communications work to and with external stakeholders.
• Support virtual and in-person meetings of the Consortium, Advisory, and other bodies, which may require travel to Springfield and across the state. This requires work to plan and implement these events.

Education and Experience:

• Bachelor’s degree in any field; Master’s degree preferred in public administration, education, higher education, or a related field.
• At least two or more years working and/or relevant experience in an education field.
• Experience managing and administering projects.

Knowledge, Skills, and Abilities

• Commitment to public service and passion for education.
• Excellent interpersonal skills, with a strong focus on collaboration and teamwork.
• Demonstrated ability to work with a variety of constituents and stakeholders.
• Excellent problem-solving and written and verbal communication skills.
• Strong project management skills, and the ability to manage and prioritize multiple projects at one time.
• Strong organizational skills and attention to detail.
• Ability to work both independently with minimal supervision and collaboratively.
• Ability to achieve outcomes, work well in a fast-paced environment.
• Ability to be flexible in a work environment where priorities may change based on input of internal and external partners and stakeholders.

Work location:

Work locations are Chicago, IL and Springfield, IL, with the possibility of some remote work. Travel within Illinois is expected, potentially up to 1/month, as required by the work. Candidates must have a valid driver’s license.

Salary and Benefits:

Salary is commensurate with experience. We offer the state’s competitive employee benefits package. This is a temporary grant-funded position with a term of up to 9 months. Applicants should have no expectation that this position will be funded once the grant term ends.

Application Process

For full consideration, submit (1) letter describing your interest in the role and how you meet the qualifications, (2) resume, and (3) at least three professional references including names, professional titles, and current emails and phone numbers. Interviews will begin as soon as possible and will be conducted virtually. This posting will remain open until filled. Please submit your materials by e-mail to: humanresources@ibhe.org.

About IBHE

IBHE has been supporting higher education in Illinois for more than 50 years. We are a dedicated team of professionals, overseen by a Board appointed by the Governor, who are working for a strong, equitable higher education system, which we believe is essential for the state to thrive. We work with leaders in colleges, universities, state and federal government agencies, governors, legislators, and other entities to strategically further this mission.

We are committed to a diverse and inclusive workforce by ensuring all our staff work in an environment of openness and acceptance. We strive to foster a community where people of all backgrounds, identities, and perspectives can feel secure and welcome. We also value the well-being of each of our employees and are dedicated to creating a healthy place to work, learn and live. As an Equal Opportunity Employer, we strongly encourage veterans, individuals with disabilities, women, and minorities to apply.

IBHE is an equal opportunity employer committed to a diverse workforce. In compliance with the Americans with Disabilities Act and the Illinois Human Rights Act, state agencies must ensure that the employment process is accessible to persons with disabilities. Specifically, these laws require that the state provide reasonable accommodation upon request by individuals participating in all steps of the employment process. This includes the State of Illinois interview process.

Download the Early Childhood Consortium Assistant Project Director (Grant Funded) (PDF)

- August 10, 2023 -
Multiple positions open.

Primary Responsibilities

The IBHE is seeking an energetic, organized professional to support the agency’s Academic Affairs unit in providing excellent, responsive service to students, representatives of higher education institutions, and other stakeholders.

The Office Support Associate, Academic Affairs will:

• Provide support to the Academic Affairs division and staff from the degree-granting and PBVS units; screen calls and personally handle routine inquiries; maintain filing systems; maintain and update databases; schedule meetings; collect and compile information for recurring reports
• Fulfill requests for student transcripts from closed institutions of higher education and respond to inquiries about transcripts held by the agency; work with agency staff to catalog and organize transcripts; input information and maintain records related to transcript requests and fulfillment
• Process fees from degree-granting and PBVS institutions and enter the fees into relevant databases and spreadsheets
• Provide support for agency office functions such as receiving and distributing mail and scheduling use of the agency car
• Contribute to an agency collaborative team culture, help achieve the agency’s strategic goals, and commit to continuous growth and learning.

The ideal candidate is:

• Passionate about public service and education
• Organized
• Respectful and positive communicator in responding to inquiries from stakeholders
• A good collaborator
• Committed to continuous learning and growth
• A supportive colleague, committed to being part of a team-focused culture

Education and Experience:

High school diploma or equivalent, and at least 2 years of experience in a similar role; college course work; or associate degree.

Knowledge, Skills, and Abilities

• Commitment to public service and passion for education
• Proficient in using Microsoft Office software (Word, Excel, Access, and Outlook)
• Knowledge of office support and general office practices and procedures
• Knowledge of spelling, grammar, punctuation, and sentence and paragraph structure
• Excellent interpersonal skills, with a strong focus on collaboration and teamwork

Work location:

Work locations are in Springfield, IL, with a hybrid schedule. Those located in other areas of Illinois will also be considered. Travel within Illinois is expected, as required by the work.

Salary and Benefits:

Salary is commensurate with experience. We offer the state’s competitive employee benefits package.

Application Process

For full consideration, submit (1) letter describing your interest in the role and how you meet the qualifications, (2) resume, and (3) at least three professional references including names, professional titles, and current emails and phone numbers. Interviews will begin immediately and will be conducted virtually. Please submit your materials by e-mail to: humanresources@ibhe.org.

We are committed to a diverse and inclusive workforce by ensuring all our staff work in an environment of openness and acceptance. We strive to foster a community where people of all backgrounds, identities, and perspectives can feel secure and welcome. We also value the well-being of each of our employees and are dedicated to creating a healthy place to work, learn and live. As an Equal Opportunity Employer, we strongly encourage veterans, individuals with disabilities, women, and minorities to apply.

IBHE is an equal opportunity employer committed to a diverse workforce. In compliance with the Americans with Disabilities Act and the Illinois Human Rights Act, state agencies must ensure that the employment process is accessible to persons with disabilities. Specifically, these laws require that the state provide reasonable accommodation upon request by individuals participating in all steps of the employment process. This includes the State of Illinois interview process.

Download the Office Support Associate, Academic Affairs (PDF)