Location: Urbana,IL, USA
Office Administrator - Department of English
College of Liberal Arts & Sciences
Job Summary
The Office Administrator in the Department of English provides administrative support for the Department Head, Associate Head, Associate Head of Faculty Development, and Senior Business Manager. This position will also assist with procurement requests and the front area of the main English business office.
Duties & Responsibilities
Assistant to the Department Head
* Department Head Assistant Functions as personal assistant to the Department Head in the preparation of sensitive material relating to faculty salary changes, promotions, resignations, retirements, and other matters of a confidential nature.
* Schedules all appointments for the Head through an electronic calendar on Outlook as requested by the Head.
* Manages calendar of departmental events and university deadlines, making sure that the Head is kept
abreast of relevant deadlines.
* Screens phone calls to the Head, making determinations about their priority and/or the need for the Head's attention.
* Proofs, copies, and files all of the Head's correspondences.
* Assists with the preparation and tabulation of ballots for the department's elected committees.
* Schedules meetings (such as faculty meetings, and meetings of the Advisory Committee) at the Head's request, coordinating locations and working with attendees' schedules.
* Makes all travel arrangements for the Head.
* Maintains a central filing system of all correspondence of matters pertaining to the department. This includes gathering teaching evaluations. Maintains all personnel records for department faculty and Academic Professionals.
* Gathers and provides factual information from files as requested by the Head.
* At the Head's request, may be asked to take and post minutes at faculty meetings.
* Coordinates spring faculty annual reports for review by Advisory Committee. Tabulates results of reviews in order for the Head to determine salary increases.
* Prepares weekly donor acknowledgment letters for the Head's signature.
* Coordinates with the Department Head the Faculty Ranking list throughout the year as leaves, sabbaticals, promotions, and FTE changes occur. This includes collecting, recording, reviewing, and submitting applications for sabbatical leave to the Head and distributing new versions of the list to the Head, Associate Head, and Senior Business Manager for their use and confirmation.
Promotion & Tenure Coordination
* Prepares yearly promotion and tenure reviews, within campus deadlines, preparing all promotion papers in accordance with departmental bylaws and in accordance with frequently changing policies originating from the executive Committees of the College of Liberal Arts & Sciences (LAS) and the Vice Chancellor for Academic Affairs.
* Assists the Head with clerical aspects of promotion and tenure processes, including formatting materials, editing letters as needed, compiling dossiers, and overseeing mailings. Close attention to detail is imperative in checking the format of curriculum vitae, and letters to outside reviewers, which involves acquiring information from both university and outside sources. Assists the Head in preparing final documents for submission to the College.
Administrative Duties
* Processes expense reports for the Department in Chrome River, iBuy, and other Procurement systems, checking the allowability of the item(s) being reimbursed or directly paid, verifying provided accounting information using University tables and departmental fund ledgers, verifying balances available, and verifying the Expense Reports are completed accurately as per university policies.
* Manage departmental equipment inventory. Lookup and research inventory records as requested by the Senior Business Manager, assist the Senior Business Manager with keeping departmental inventory reports and records, assist with biennial physical inventory, complete annual reconciliation of all off-campus equipment with users, and submit updates to equipment loan requests to Business Manager for approval. Submit disposal requests for damaged, outdated, or unneeded inventory. Coordinate with movers to pick up approved disposal orders.
* Maintains an overall awareness of university policy and procedures regarding procurement updates and serves as a resource to faculty members impacted by the updates and guides them in university policies.
* Make suggestions for changes in procedures in the Business Office to create efficiencies, identify operational concerns, and protect the department and its occupants.
* Process student award payments in the DAWS system.
Search Coordination
* Lists job advertisements in appropriate chronicles and journals in accordance with college and campus guidelines.
* Makes travel arrangements for candidates selected for campus visits and coordinates visit schedules with the search committee and hiring official.
* Coordinates departmental receptions for on-campus interviews, ordering food and beverages.
Other Duties
* Assist with website text updates as requested.
* Perform other duties as assigned to further the mission of the unit.
Required Qualifications
1. High school diploma or equivalent.
2. Any one of the following from the categories below:
* Four (4) years (48 months) of work experience comparable to the third level of this series.
* Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Successful candidates will have:
* Solid interpersonal skills and professional acumen.
* Ability to communicate effectively and professionally, build rapport, and establish effective working relationships with students, faculty, staff, and parents.
* Awareness of, and sensitivity to, cultural and linguistic differences, Commitment to diversity and inclusion.
* Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
* Ability to effectively multi-task and stay organized.
* Ability to remain calm and productive in a busy work environment with frequent interruptions.
* Ability to be self-motivated, prioritize tasks, and exercise good judgment.
* Attention to detail.
* Ability to maintain confidentiality in all business matters.
* Ability to handle sensitive matters with tact and diplomacy.
* Familiarity with and ability to operate and troubleshoot standard office equipment, such as copiers, printers, scanners, shredders, fax machines, etc.
* Knowledge of University, College, and Department requirements, and procedures and the ability to perform duties and responsibilities in a manner compliant with these policies and procedures.
* Knowledge of and proficiency in using ANA, Banner, Chrome River, EDDIE, Document Direct, iBuy, campus hiring systems, and standard Microsoft Office productivity software including Word processing, Excel spreadsheets, database, Outlook email/calendaring, and web browser applications.
* Thorough understanding of various departmental divisions' activities and responsibilities, such as Human Resources, Purchasing, and Payables.
Appointment Information
This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. The budgeted salary range for the position is $48,500 to $50,729.30. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Sponsorship for work authorization is not available for this position.
For more information on Civil Service classifications, please visit the SUCSS web site at
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on January 6, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through 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 ...@illinois.edu. For questions regarding the application process, please contact 217-###-####.
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 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.
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 accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-###-####, or by emailing ...@illinois.edu.
Requisition ID: 1028269
Job Category: Administrative Support
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