Office Administrator - Office of the Dean

College of Liberal Arts & Sciences

University of Illinois at Urbana-Champaign

The Office of the Dean in the College of Liberal Arts & Sciences is searching for an Office Administrator to provide primary administrative support to two College of Liberal Arts & Sciences (LAS) Associate Deans, along with other LAS Deans as needed and assigned. Collaborate with the Front Office Team on initiatives to support the efficient operation of the Office of the Dean, including events, seminars, special projects, and meetings. 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.

Duties & Responsibilities

LAS Dean's Office & Administration Support

• Gather documents, track items, send reminders, and organize work for sections of annual budget report.
• Schedule travel for Associate Deans and initiate travel reimbursement process, and inputs Chrome River reimbursement transactions.
• Collaborate with the Front Office Team on initiatives to support the efficient operation of the Office of the Dean, including events, seminars, special projects, and meetings.
• Collaborate with the Front Office Team to develop and maintain standard procedures for operations and activities, and lead coordination efforts as assigned.
• Co-manage the Associate Deans’ calendars, including scheduling, resolving conflicts, coordinating meeting locations, preparing required materials, and ensuring they have all necessary information for each meeting.
• Provide support for video conferencing and webinars, set up Zoom/Team sessions, and work with technology services to setup up and provide meeting and event offerings.
• Serves as a resource on matters of policy and procedures.
• Support annual faculty promotion and tenure review for relevant portfolio units as needed.
• Review incoming mail for associate deans and respond to items, as appropriate.
• Provide backup reception support for Dean’s Office, also serve as backup for unit conference rooms and parking space reservations.
• Attend and participate in LAS Front Office staff meetings and scheduled professional development meetings.
• Other related administrative duties, as assigned to further the mission of the unit.

Associate Dean Support - Faculty Relations

• Maintain records and files for associate deans related to their portfolios including Executive Officers (EO) and faculty personnel records.
• Maintains annual reports and schedules annual review meetings for EOs including Department Heads and School Directors.
• Manage the coordination of the faculty third year review process for relevant portfolio units and maintains review records.
• Manage the coordination of the five-year review process for relevant portfolio including EOs including Department Heads and School Directors and maintains review records.
• Support departmental faculty searches as needed.

Associate Dean Support - Meeting Coordination

• Assist Associate Dean with gathering information and developing presentations, as needed.
• Schedule meetings and maintain documents for special programs and initiatives including Study in a Second Discipline, Student Success Proposals, Conference Support Proposals, and Investment for Growth Proposals.
• Schedule meetings, gather data and documents, and tracking deadlines for Associate Deans to assist EOs with recruitment and retention processes.
• Provides video conferencing and webinar support; works with technology services, when needed; takes minutes/notes during meetings, and coordinates follow-up items.
• Coordinate and expedite activities related to associate dean service obligations and committee work.
• Assist with projects such as surveys, forms, and drafts routine email messages for associate dean, as needed.

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.

Successful candidates will have:

• Ability to communicate effectively with others.
• Excellent interpersonal skills and professional acumen.
• Ability to communicate effectively and professionally, build rapport and establish effective working relationships with students, faculty, staff, and parents.
• Commitment to creating an inclusive environment.
• 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.
• Excellent attention to detail.
• Excellent time management skills.
• Demonstrated ability to anticipate needs and establish priorities.
• Ability to use discretion and maintain confidentiality in all business matters.
• Knowledge of the academic community and its organizational structure.
• Proficiency with Microsoft Outlook, Office, Excel, Teams, Zoom, Box
• Familiarity with campus systems including Chrome River.

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 $45,000 - $55,000. The final salary offer will be determined through a thorough assessment of these elements. Hybrid work options may be available for this position after an initial on-site training period, with the ability to be on-site at the Champaign-Urbana campus as needed per the University of Illinois workplace flexibility guidelines- https://cam.illinois.edu/policies/hr-87-2/. 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 July 30, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume, and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. 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 lascollegehiring@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.

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

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Requisition ID: 1031676
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu