UNIVERSITY OF ILLINOIS URBANA-CHAMPAIGN

School of Information Sciences

Academic Affairs

Office Manger

The School of Information Sciences at the University of Illinois invites applications from qualified individuals for a 100% full-time Office Manager in the Academic Affairs.

The iSchool at Illinois makes a meaningful difference in the lives of individuals through teaching, research, and public engagement. Our mission is to lead the way in understanding the use of information in science, culture, society, commerce, and the diverse activities of our daily lives. We engage in inclusive community partnerships, working beyond geographic boundaries to benefit the social good. We believe in the power of information to change the world. For more information about iSchool, visit https://ischool.illinois.edu/.

JOB SUMMARY

Serves as administrative support for the Associate Director of Academic Affairs. The position supports instructor staffing and academic operations by organizing course assignments, maintaining the adjunct instructor pool, managing appointment and scheduling data, overseeing key communications, and providing daily administrative support to Academic Affairs leadership.

SPECIFIC DUTIES AND RESPONSIBILITIES

• Assist the Associate Director of Academic Affairs and the Associate Dean of Faculty Affairs in managing adjunct/SIE instructor course assignments each term, ensuring accuracy of instructor information and maintaining the pay-tracking spreadsheet associated with teaching assignments. - 10%

• Support the ongoing maintenance of the iSchool adjunct instructor pool, including tracking active instructors, onboarding needs, and term-to-term availability. – 5%

• Disseminate semesterly course assignment information for graduate teaching assignments to other areas for appointment processing. – 5%

• Provide backup support for entering and auditing Teaching Assistant (TA) appointments each semester (fall, spring, and summer) during high-volume cycles to ensure timely and accurate processing. - 5%

• Provide daily administrative support to the Associate Director of Academic Affairs including but not limited to calendar management, meeting scheduling and associated materials, and travel arrangements and reimbursements. – 10%

• Provide backup support assisting with adjunct and SIE appointment entry on a semesterly basis through the iSchool HR portal during peak periods or as directed. – 10%

• Reconcile course enrollments and room assignments and maintain updates in the Academic Affairs master scheduling planner (e.g., data entry, running reports, tracking deadlines). Inform the Office Support Specialist responsible for the iSchool room calendars of any changes. – 10%

• Serve as the primary content manager for the Academic Affairs intranet site (iSchool Connect via Microsoft SharePoint), including calendar updates, document uploads, and deadline postings. – 10%

• Primary contact for the Academic Affairs shared email inbox – provide daily monitoring, organizing, and assigning emails to appropriate staff to ensure timely responses. – 10%

• Work closely with HR to confirm and update Academic Affairs records when new instructors (adjuncts, SIE, postdocs, etc.) are hired by the iSchool, ensuring timely communication and record accuracy. – 5%

• Coordinate with iSchool Facilities and Coordinator of Student and Academic Affairs on room reservations for TA office hours. – 5%

• Assist in organizing notifications to iSchool instructors through the weekly faculty planner or other university systems as directed by the Associate Director of Academic Affairs. – 5%

• Support Academic Affairs initiatives and provide coverage for other staff within the unit during absences or peak workload periods. – 5%

• Other duties as assigned to enhance the mission of the unit. - 5%

Minimum Qualifications

Per SUCCS Class Specification High school diploma or equivalent. Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills and Abilities

• Very strong organizational skills and attention to detail.
• Must be self-motivated with a high degree of initiative, independent judgment, and be able to establish priorities.
• Ability to exercise excellent judgment and discretion, especially in handling confidential and/or sensitive information.
• In-depth knowledge of the University community, policies, procedures, and systems.
• Excellent communication skills are essential for preparing correspondence and reports, as well as for consultation with administrators, faculty, staff, and students
• Experience with email ticketing systems (e.g. TeamDynamix or similar)

APPOINTMENT INFORMATION

This is a 100% full-time Civil Service Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after the search close date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $46,975.50. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Hybrid work options may be available for this position after an initial training period, but with the requirement that onsite availability may be needed at any time with short notice.

Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver’s License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

This position is not eligible for any type of sponsorship for work authorization.

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 February 20^th, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting, and upload your cover letter, resume (months and years of employment must be included), and names and 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. Interviews may occur before the close date; however, all applications received by the close date will receive full consideration. 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 regarding this specific position, please email ischool-hr@illinois.edu. For questions regarding the application system, 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. 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.