What are the responsibilities and job description for the Office Administrator, Provosts Office position at University of Illinois Springfield?
Posting Category:
About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu and learn more about the Provost's Office on the Academic Affairs website at https://www.uis.edu/academic-affairs
Application deadline: 11/8/2026
In addition to required application materials, the unit asks that applicants upload a resume and a letter describing their interest in and their qualifications for this position.
Minimum Starting Salary: $21.96 per hour/7.5 hour day
Summary:
The Provost's Office welcomes applications from persons who would find satisfaction in contributing to the University's academic mission through hands-on administrative work, including supporting administrators, managing digital records, processing travel arrangements and reimbursements, supporting the Academic Integrity Council, carrying out special projects, creating and maintaining accessible web content, and working collaboratively with colleagues and university partners. This role is a strong fit for someone who is organized, detail-oriented, comfortable safeguarding sensitive information, and eager to learn new tools and processes as needs and resources evolve. This is an on-campus position.
Duties & Responsibilities:
Ability to safeguard confidentiality of documents and information
Ability to communicate clearly and professionally with faculty, staff, students, and external constituents, both orally and in writing
Skill and experience using MS Office applications, including Word, Excel, PowerPoint, and Outlook (Access preferred but not required)
Ability to work well with others in a complex organization
Ability to handle a high volume of work during peak periods
Ability to prioritize tasks, organize time, and meet deadlines
Skill and experience navigating electronic processes
Skill and experience with web editing (Drupal training available; some foundational web editing experience is needed)
Union Affiliation: This position classification is represented by University Professionals of Illinois, Local 4100 Service, Clerical or Technical Union.
Employment Policies and other information:
Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.
The University of Illinois System is an equal opportunity, affirmative action employer dedicated to building a community of excellence, equity, and diversity. We are committed to fostering an inclusive environment and we welcome applications from qualified individuals of all backgrounds and identities. The University of Illinois System does not discriminate against any applicant or employee based on their real or perceived race, color, religion, sex, national origin, ancestry, age, order of protection status, genetic information, marital status, disability, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran and will comply with all federal and state nondiscrimination, equal opportunity and affirmative action laws, orders and regulations. Visit University of Illinois Non-Discrimination Statement
The University of Illinois System conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Convictions are not a bar to employment. Background checks will be performed in compliance with state and federal law.
The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment .
As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility .
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.
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.
UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.
About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu and learn more about the Provost's Office on the Academic Affairs website at https://www.uis.edu/academic-affairs
Application deadline: 11/8/2026
In addition to required application materials, the unit asks that applicants upload a resume and a letter describing their interest in and their qualifications for this position.
Minimum Starting Salary: $21.96 per hour/7.5 hour day
Summary:
The Provost's Office welcomes applications from persons who would find satisfaction in contributing to the University's academic mission through hands-on administrative work, including supporting administrators, managing digital records, processing travel arrangements and reimbursements, supporting the Academic Integrity Council, carrying out special projects, creating and maintaining accessible web content, and working collaboratively with colleagues and university partners. This role is a strong fit for someone who is organized, detail-oriented, comfortable safeguarding sensitive information, and eager to learn new tools and processes as needs and resources evolve. This is an on-campus position.
Duties & Responsibilities:
- Record and Information Management – Serves as Records Liaison for the Provost’s Office: advises on RIMS retention/disposal requirements, communicates protocol updates, maintains tracking log, and manages record storage/disposal. Maintains complex, confidential records; digitizes documents and organizes Box files according to detailed protocols.
- Business Processes (including Travel, Purchasing, and Reimbursements) – Arranges for travel, lodging, and conference registrations; processes payments and reimbursements for assigned administrators and their teams. Assists with purchasing for Provost’s Office.
- Project/Initiative Management - Carries out special projects assigned by Provost's Office administrators.
- Executive Advisor support/backup – Drafts confidential correspondence/reports and proofreads documents. Researches internal/external sources (BANNER, unit databases, archived files) to locate information and produce specialized reports; compiles and formats materials for dissemination. Provides confidential backup support to the Provost in the absence of the Executive Advisor and backup coverage for the Faculty Files Office.
- Provides support to the Academic Integrity Council - Manages and safeguards confidential documents, coordinates hearing arrangements and participants.
- Adjunct Hiring and Accreditation Documentation – Responsible for organizing and maintaining adjunct faculty hiring request materials, Oral English Proficiency certification, and required training completion data for HLC accreditation documentation.
- Event and Meeting Planning – Coordinates meeting arrangements; organizes logistical details for faculty recognition and other Academic Affairs events.
- Web Content Management – Edits and reviews Academic Affairs internal and external websites to keep content current and aligned with institutional standards/best practices.
- High school diploma or equivalent.
- 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.
Ability to safeguard confidentiality of documents and information
Ability to communicate clearly and professionally with faculty, staff, students, and external constituents, both orally and in writing
Skill and experience using MS Office applications, including Word, Excel, PowerPoint, and Outlook (Access preferred but not required)
Ability to work well with others in a complex organization
Ability to handle a high volume of work during peak periods
Ability to prioritize tasks, organize time, and meet deadlines
Skill and experience navigating electronic processes
Skill and experience with web editing (Drupal training available; some foundational web editing experience is needed)
Union Affiliation: This position classification is represented by University Professionals of Illinois, Local 4100 Service, Clerical or Technical Union.
Employment Policies and other information:
Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.
The University of Illinois System is an equal opportunity, affirmative action employer dedicated to building a community of excellence, equity, and diversity. We are committed to fostering an inclusive environment and we welcome applications from qualified individuals of all backgrounds and identities. The University of Illinois System does not discriminate against any applicant or employee based on their real or perceived race, color, religion, sex, national origin, ancestry, age, order of protection status, genetic information, marital status, disability, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran and will comply with all federal and state nondiscrimination, equal opportunity and affirmative action laws, orders and regulations. Visit University of Illinois Non-Discrimination Statement
The University of Illinois System conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Convictions are not a bar to employment. Background checks will be performed in compliance with state and federal law.
The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment .
As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility .
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.
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.
UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.
- You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
- Your pension from the State Universities Retirement System may affect the amount of your:
- Social Security benefit and
- Social Security benefit as a spouse
- Please Note: All postings close at 5:00pm CST on the posting close date.***
Salary : $22