8 Office Administrator, College of Liberal Arts & Sciences Office of the Dean Jobs in Urbana, IL
Universtiy of Illinois Urbana-Champaign is Hiring an Office Administrator, College of Liberal Arts & Sciences Office of the Dean Near Urbana, IL
Office Administrator, College of Liberal Arts & Sciences Office of the Dean
University of Illinois at Urbana-Champaign
Job SummaryProvides administrative support to the Associate Dean of Life and Physical Sciences (LPS) and the Associate Dean of Humanities and Interdisciplinary Programs (HIP). Provides support and coordination for LAS events, projects, and meetings.
Duties & Responsibilities
Associate Dean Support - Faculty Relations
- Reviews and assists with incoming requests for Leaves without Pay, Emeritus, Tenure Rollback, Dual Career Academic Couples, and Targets of Opportunity per applicable policy and gathers information, as needed for associate dean
- Coordinates and assembles relevant documents for regular meetings and maintains records after meetings
- Maintains records and files for associate deans related to their portfolios including EO and faculty personnel records
- Facilitates various scholar and named faculty appointments process (from beginning to end) including Conrad and LEAP Scholars and other scholar calls and initiatives managed by Associate Deans
- Schedules meetings and maintains documents for programs and initiatives including Study in a Second Discipline, Student Success Proposals, Conference Support Proposals, and Investment for Growth Proposals
Support for Associate Dean/LAS Dean’s Office
- Assists associate deans with calendaring support and with projects, as needed
- Serves as a resource on matters of policy and procedures
- Coordinates annual review process of College executive officers within relevant portfolio units; prepares correspondence, assists in the election of evaluation committees and supports those committees in the evaluation process. Maintains all confidential files
- Reviews incoming mail for associate dean and responds to items, as appropriate
- Schedules travel for associate deans and starts travel reimbursement process, inputs Chrome River reimbursement transactions
- Supports annual faculty promotion and tenure review for relevant portfolio unit
- Creates and updates promotion and tenure tracking system, organizes meetings, reviews dossiers, and advises units on revisions for promotion and tenure review
- Works with associate deans and other staff to finalize dossiers for Campus review
- Provides back up reception support for Dean’s Office
Associate Dean Support - Meeting Coordination
- Assists associate dean with gathering information and developing presentations, as needed
- Provides video conferencing and webinar support; works with technology services, when needed; takes minutes/notes during meetings, and coordinates follow-up items
- Coordinates and expedites activities related to associate dean service obligations and committee work
- Assists with projects such as surveys, forms, and drafts routine email messages for associate dean, as needed
LAS Project and Program Support and Coordination
- Coordinates academic program reviews for relevant portfolio units within the college each academic year
- Gathering documents, tracking items, and sending reminders, organizing work for sections of annual budget reports
- Gathering information for developing proposals for college and campus initiatives including student success proposals
- Assist with preparation of letters of recommendation and for tenure and promotion processes
- Scheduling meetings, gathering data and documents, tracking deadlines for Associate Dean to assist EOs on recruitment and retention processes
- Helping to identify faculty to review proposals for university down-select processes
- Performs related 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:
A. Four (4) years (48 months) of work experience comparable to the third level of this series.
B. Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Preferred Qualifications
Proficiency with Microsoft Outlook, Office, Excel, Teams, Zoom, Box
Successful candidates should have the following:
- Demonstrated effective oral and written communication and interpersonal skills in all digital and in-person settings.
- Strong 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 remain calm and productive in a busy work environment with frequent interruptions
- Ability to be take initiative, prioritize tasks, and exercise good judgment
- Strong attention to detail.
- Excellent time management skills
- Ability to use discretion and maintain confidentiality in all business matters.
- Knowledge of the academic community and its organizational structure;
- Demonstrated ability to anticipate needs and establish priorities
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. Salary is commensurate with experience.
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 (CST) on January 9, 2023. 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 https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact LASCollegeHiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
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, COVID-19 vaccination requirement, 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. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.
Requisition ID: 1013999
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
Job Summary
Full Time
$51k-68k (estimate)
05/07/2023
06/17/2024
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