Office Administrator
Siebel School of Computing and Data Science
The Grainger College of Engineering
University of Illinois Urbana-Champaign

Join our dynamic team at the Siebel School of Computing and Data Science! We are currently looking for motivated individuals to take on the role of Office Administrator. This position offers a high level of responsibility and independence, making it an excellent opportunity for those looking to grow and develop their careers.

This position will direct and coordinate faculty administrative support functions in a supervisory role, provide business process oversight, and mentor/train other office support staff within the department.

Duties & Responsibilities

• Leadership and supervision: • Oversee and manage the daily operations of a group of non-exempt civil service staff in a faculty support role. Provide guidance and make recommendations based on knowledge of department and campus policies and procedures and best practices. Serve as a resource person for faculty and staff. • Supervise assigned staff, which includes selection, training/mentoring, promotion, discipline, coaching, and conducting regular performance evaluations. • Independently coordinate and oversee the daily operations of the team in terms of providing support for faculty and their research groups. This includes processing purchases, business transactions, and other administrative and clerical tasks. Delegate, direct, and oversee responsibilities performed by the assigned staff. Establish goals, deadlines, monitor progress, provide constructive feedback, and implement actions and changes necessary to accomplish work effectively and efficiently. • Conduct full group and ad hoc meetings to effectively monitor the distribution of workloads and efficiency of workflows, amending as needed. • Serve as the liaison between assigned staff and the Assistant to the Director. • Maintain an awareness of organizational activities related to faculty support functions of the group, communicating with faculty and the Director’s office to ensure needs are being met. Attend faculty meetings as needed to receive updates on related activities.
• Business process oversight: • Review transactions processed by the assigned staff, including acting as their Emburse Enterprise Manager. Train and mentor staff to ensure that proper procedures and best practices are followed when submitting transactions within the system. • Prepare and analyze reports related to tasks that are performed by assigned staff.
• Policy/Procedure Development: • In collaboration with the Assistant to the Director, work closely to develop policies and procedures related to tasks that are performed by faculty assistants. Recommend, design, and implement relevant new policies and procedures. Maintain the administrative support manual and other procedural documents to reflect current policies, procedures, and resource documents.
• Faculty recruiting: • Serve as the liaison between the assigned staff and the Director’s recruiting team. • Coordinate and manage tasks required to facilitate the unit’s faculty hiring process, including creating templates and reference material for others to use. • Serve as a resource for information related to the assigned staff’s role in the faculty recruiting process.
• Serve as backup for assigned staff when workload balancing is required. This includes arranging travel, processing reimbursements, coordinating purchases, arranging internal and external meetings, hosting guests, and other tasks to ensure reliable faculty support.
• Facilitate department-level small equipment and supply orders, including routing purchasing approvals and making purchases. Perform additional appropriate duties to further the mission of the department.

Minimum Qualifications

1. High school diploma or equivalent.

2. 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.

Preferred Qualifications

• Associates Degree in Accounting, Business, or other related field

• 5+ years in relatable business settings

• Supervisory experience

• Prior experience working with international students and scholars

• P-card and T-card certifications

Knowledge, Skills and Abilities

• Ability to interact effectively with faculty, students, staff, and guests on a daily basis through both written and verbal communication.
• A thorough and advanced understanding of University policies and procedures to ensure compliance with University regulations.
• Ability to exercise initiative, confidentiality, discretion, and sound independent judgment with little to no input from supervisor.

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 closing date. The budgeted salary range for this position is $50,000.00 - $55,000.00. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. 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 September 23, 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. Please submit/upload resume and cover letter when applying. 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 David Hartzell (dsh@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.