Office Manager
Department of Astronomy
College of Liberal Arts & Sciences
University of Illinois at Urbana-Champaign

This role provides student services and office support for the graduate and undergraduate programs in the Department of Astronomy. It maintains the departmental course schedule and provides high-level oversight of appointment processing and event coordination.
Duties & Responsibilities
Undergraduate Student Services

• Maintains student records, grades reports and rosters, and schedules advising appointments.
• Serves as liaison between the registered student organization and student access to the Campus Observatory.
• Processes student awards and scholarships.
• Serves as departmental liaison with campus administrative units, such as the Office of Student Financial Aid and LAS Student Academic Affairs Office.
• Coordinates spring semester convocation ceremony.

Graduate Student Services

• Coordinates applicant files for the Astronomy Graduate Recruitment Committee, reviews applications for completeness, corresponds with prospective students, and works with the admissions chair.
• Coordinates annual prospective graduate student visit days.
• Prepares and distributes acceptance, rejection, and wait list correspondence.
• Serves as liaison between graduate students, the department, and the Graduate College related to application and visa materials, Graduate Fellowship applications, student travel awards, SPEAK/EPI exams, Teaching Assistant Graduate academy, and preliminary and final defenses.
• Submits documentation to certify degrees.
• Serves as department thesis format reviewer. Maintains graduate student files.

Timetable and Course Management

• Compiles and enters course scheduling information into university system (Banner) each semester; duties include identifying and entering classroom assignments, coordinating with other units on cross-listed courses, gathering course notes, entering and managing enrollment information, entering instructor information, reviewing, verifying, and correcting course catalog information.
• Schedules exams and classrooms, including proctors as needed.
• Orders, distributes, and submits course evaluation Instructor & Course Evaluation System (ICES) forms.
• Maintains list of course reference numbers (CRN) for independent study and thesis research courses.
• Department contact for textbooks with publishers and vendors.
• Assists faculty and students with course schedules and registration.
• Processes advising actions and notifies students as needed.
• Assists faculty with submission of grade corrections.

LAS HR Service Liaison

• Enters student, faculty, staff, and/or hourly appointments into the HR portal, verifies funding source for each appointment, serves as departmental contact with LAS HR Service Center for processing, audits appointments to ensure timely and accurate completion and works with appropriate staff to correct errors.

Events and Departmental Support

• Coordinates departmental events and functions including arranging for catering, purchasing refreshments and/or meals, and arranging for and preparing the space.
• Provides backup support in main office when receptionist is absent.
• Other duties as assigned to further the mission of the department.

Required Qualifications

• High school diploma or equivalent.
• Two (2) years (24 months) of work experience comparable to the third level of this series.

Successful Candidates Will Have the Following
Ability to communicate effectively with others.
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. Proficiency in Microsoft Office Suite, including Word and Excel.
Knowledge of or ability to obtain working knowledge of departmental, Graduate College, university, and federal policies and regulations, including FERPA requirements.
Appointment Information
This is a full-time Civil Service position appointed on a 12-month service basis. The expected start date is as soon as possible after the deadline date. Salary is commensurate with experience and qualifications.
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 6pm (CST) on February 24, 2023. Apply for this position using the Apply Now button at the top or bottom of the 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 this website 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: 1015208
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu