Office Administrator

College of Law

Job Summary

This position provides assistance in a wide variety of administrative tasks for various assigned College of Law faculty, using knowledge of College and University policies and procedures and personal judgment and initiative.

PRIMARY POSITION FUNCTION/SUMMARY

This position provides assistance in a wide variety of administrative tasks for various assigned College of Law faculty, using knowledge of College and University policies and procedures and personal judgment and initiative.

FACULTY SUPPORT:

• Research online sources for faculty or through own initiative when requests are received for teaching or research projects; act as liaison for assigned faculty members with students, faculty, and staff; create letters and other communications on behalf of professors; procure books, articles, confidential documents and other relevant materials for assigned faculty, including shipment of publication materials to meet critical deadlines; coordinate schedules of persons in conjunction with committee meetings; maintain calendars; set appointments on behalf of faculty; compose correspondence and reply using information gathered independently and/or as provided by faculty members
• Reviews, monitors, and manages faculty research and program accounts with responsibility for overall financial control; authorizes fiscal transactions on behalf of faculty; exercises professional judgment in daily financial operations and keeps management informed of the unit’s financial position.
• Research and coordinate travel arrangements for faculty which may involve a complex itinerary for faculty and special guests that includes hotel accommodations, airline reservations, and preparation of an itinerary for assigned faculty members; assist faculty members in completing reimbursement requests for travel; create and process transactions with P-Card, T-Card, i-Buy, and Chrome River and other business systems utilized by the university.
• Serves as a liaison between departments and other constituencies and/or between different groups within the department; provides information, assistance, and advice to various constituencies and individuals.
• Track and renew annual conferences and memberships.
• Prepare minutes/notes for UIUC campus meetings and departmental meetings, save electronically, and share with members.
• Manage several faculty calendars and assist with high level correspondence, deal with confidential information, and complete special projects; develop and implement procedures and record keeping systems to support the administrative functions of faculty.
• Assists in the analysis, design, and implementation of office information systems; develops and maintains procedures and recordkeeping systems to support the unit’s administrative operations. Coordinate and manage submission of faculty research papers to the Social Science Research Network,(SSRN) through posting papers on an Internet database website. SSRN provides biographical information on ‘College of Law professors and makes public faculty member’s research papers. SSRN distributes these papers in The University of Illinois Research Paper Series to Colleges and universities worldwide. Each series distribution is approved by the papers’ coordinators and the faculty authors.

PROGRAM SUPPORT:

Coordinate and manage logistics for faculty programs, prepare conference materials, monitor, and track expenditures, manage expenditures within allotted budget, advise faculty of variances and related budget concerns; research, order, and distribute conference materials, adhere to crucial deadlines, and address issues that arise during and after event; arrange travel for outside guests, order lunch or refreshments, circulate calendar invites, arrange office/parking space. Serve as a representative of the unit or designated faculty member at meetings and conferences, ensuring continuity of communication and alignment with program goals. Collaborate with Special Events team to plan and execute conferences.

INSTRUCTIONAL SUPPORT:

Prepare, schedule, and administer final exams; schedule rooms, organize and return completed exams to instructors; proofread, assemble, distribute, print/copy exams; assist with transmittal of final grades, ensure accuracy and deliver to the College of Law’s Student Records Office in a timely manner; communicate assignments to students which includes uploading class syllabi, course materials and slides to course pages on the College of Law website and Canvas spaces, modifying and proofreading all course correspondences, and preparing classroom materials for assigned faculty members (which requires familiarity with legal terminology); manage exam files for assigned faculty members of correspondence, classroom materials, final exams, manuscripts, and committee materials.

COLLEGE SUPPORT:

• Assist with various college wide activities.
• Knowledgeable resource for fellow colleagues.

Minimum 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.

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 8/18/2025. The budgeted salary range for the position is $48,000-$53,000. 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 (Central Time) on August 03, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 Devin Scheidemantel at wds@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.

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: 1031784
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu