Administrative Assistant

Office of the Dean

The Office of the Dean in The Grainger College of Engineering seeks applicants for an Administrative Assistant. This position is the principal assistant to the dean of The Grainger College of Engineering and provides high level support to the dean as a member of a collaborative team. The primary duties are to organize the dean's time, commitments, and travel; to determine and manage the organizational structure for the dean's office staff; to help organize and track projects in the college; to ensure confidentiality and discretion in the handling of sensitive matters, and to establish and maintain a team environment that ensures the dean's office functions efficiently and professionally.

Duties & Responsibilities

Provides primary administrative support and is responsible for the day-to-day workflow of the dean.

• Manages the dean’s calendar, exercises independent judgment and initiative in determining priorities and effective utilization of time for meetings and appointments, requests agenda items for meetings as needed.
• Serves as the primary contact for individuals needing to work with the dean.
• Monitors highly confidential emails and drafts responses on behalf of the dean.
• Manages communications and outreach for the dean and the college, including but not limited to WebTools announcements.
• Manages highly confidential documents and information.
• Manages items submitted to the dean for approval, ensuring timely review.
• Processes purchases using P-card/T-card as appropriate.

Arranges and processes national and international travel for the dean. Coordinates and documents trip details, itineraries, and payments. Processes complex travel expenses and reimbursements via Chrome River.

Provides high-level staff support.

• Coordinates and oversees civil service staff support for the Administrative Committee, Executive Committee, Dean’s Cabinet and for other standing and ad hoc committees that may be appointed by the dean.
• Understands the work of the dean and of the college, and as such, is expected to regularly participate in leadership meetings to facilitate subsequent implementation and follow-up of items discussed.
• Coordinates presenters for the Administrative Committee and Dean’s Cabinet.
• Works closely with the dean to track all committee group and membership assignments, and to track scholarly and speaking obligations to which the dean has committed.

Supervises civil service staff.

• Reviews workloads and procedures and addresses questions and concerns.
• Coordinates and oversees support staff’s assistance to committees, special meetings, and retreats.
• Oversees support for awards and calls for proposals.
• Implements performance reviews and evaluations, provides consistent coaching and training, works with Human Resources to implement disciplinary actions, when necessary, approves timesheets and monitors benefit usage.
• Coordinates training and professional development opportunities for this staff.
• Manages the planning, coordination, and implementation of special projects, events, and programs.
• Performs other duties as assigned.

Minimum Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   A. college course work in business, finance, accounting or a related field:
   • 60 semester hours or an associate’s degree equals one (1) year (12 months)
   • 90 semester hours equals two (2) years (24 months)
   • 120 semester hours or a bachelor’s degree equals three (3) years (36 months)
   • Master's degree or higher equals four (4) years (48 months)
   B. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

Preferred Qualifications

• Supervisory experience

Knowledge, Skills and Abilities

• Skill in organization multi-tasking, and time management
• Skill in professional and effective communication.
• Ability to adapt, think proactively, and respond to situations quickly.
• Ability to maintain a professional demeanor while dealing with multiple interruptions and unexpected changes.
• Ability to organize, plan, and prioritize both oneself and others.
• Ability to identify potential areas of concern, engage with appropriate personnel to resolve, and ensure adequate follow-up is provided with outstanding issues and activities.
• Extensive knowledge of college, campus, and university policies and procedures.
• Ability to establish working relationships with staff within the college and campus.
• Ability to work independently on day-to-day administrative tasks.
• Ability to make sound decisions on behalf of the dean and/or college.
• Extensive knowledge of Word, Excel, PowerPoint, Chrome River, and WebTools.

Appointment Information

This is a 100% full-time Civil Service Administrative Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after the closing date. The budgeted salary range for this position is $75,000- $90,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University’s Workplace Flexibility policy. Sponsorship for work authorization is not available for this position.

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 (Central Time) on May 26, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three 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. 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 Rachael Coleman at rfoll2@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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.

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 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1030429
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu