Office Manager - Department of English

College of Liberal Arts & Sciences

University of Illinois at Urbana-Champaign

Job Summary

Duties & Responsibilities

• Support for the English Advising Office
  • Manages advising operations for the Advising Office. Answers advising inquiries via phone calls and emails,
    and forwards inquiries to appropriate advising staff when necessary.
  • Draft recruitment and advising materials such as emails and letters that are distributed to current and
    potential students and other campus advising networks.
  • Provides appropriate information on questions regarding campus, college, and department policies and
    rules (i.e., where to go and what to do for specific functions/problems).
  • Schedules daily advising appointments for English Advisors.
  • Performs specific banner functions such as entering course overrides and monitoring them weekly, entering
    advising holds for freshmen, checking course enrollment numbers frequently during peak times, and looking
    up student information.
  • Serves as backup for textbook orders for faculty and instructors for the English courses.
  • Review scholarship applications for the English department and pull a degree audit to send to the Advisors.
  • Coordinates polls for the scholarship committee and schedules meetings.
  • Monitors departmental website and informs Marketing & Communications contact of updates that are
    needed.
• Administrative Support for English Department Undergraduate Studies
  • Provides clerical support to Advisors and the Interim Director of Undergraduate Studies.
    Maintains honors courses list each semester providing overrides, and other related duties.
  • Liaison for honors student projects: Contact student to notify of project submission dates.
    Distribute projects to honors committee members. Collects committee recommendations. Provides follow-up
    contact to honors students. Collects, maintains, and archives departmental course syllabi collection, updating
    each semester.
  • Coordinates all departmental textbook orders, liaising between faculty, graduate teaching assistants, lecturers/instructors, and the bookstore to ensure timely ordering of all classroom textbook materials.
• Records & Data Management
  • Manages and maintains student records on all undergraduates; updating the database as needed.
  • Maintains a comprehensive e-mail list of all majors, double majors, and minors, and sends out informational
    e-mails. Manages the English Advising website and works with the Communication Coordinator for the English
    Department for periodic web link updates and curating job listings from various sites.
  • Maintains and updates all informational materials in the advising office, including but not limited to course description booklets, newsletters, curriculum sheets, honors information, general education course lists,
    career information, other minors, etc.
  • Creates and maintains an English/Creative Writing alumni list for future career assistance initiatives.
• Event Coordination
  • Organizes events for the Advising Office, including but not limited to Illini Days Events, Convocation, and Orientation.
  • Manages the coordination of Convocation, which includes disseminating commencement information,
    regalia, tickets, and all communication between English and students/campus.
• Procurement
  • Use P-card and T-card to make purchases for the Department of English.
  • Processes logistic orders for advising staff, which includes recruiting materials, food, and other expenses.

Required Qualifications

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

Preferred Qualifications

• Ability to communicate effectively with others
• Solid interpersonal skills and professional acumen
• Commitment to creating an inclusive environment
• Professionally interact with a broad range of internal and external constituents, including students, faculty, staff, and parents
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
• Ability to easily and quickly pivot from one task to another and stay organized
• Ability to remain calm and productive in a busy work environment with frequent interruptions
• Attention to detail
• Ability to maintain confidentiality in all business matters
• Ability to handle sensitive matters with tact and diplomacy
• Knowledge of University and College requirements, procedures, rules, and regulations
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint
• Knowledge of or ability to gain knowledge of Ugradrecs database, Banner, Box, scheduling tools, Webtools, Canva, Course Explorer, DARS and Astra Schedule
• Knowledge of or ability to gain knowledge of activities and programs carried out in the Department of English

Appointment Information

This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. The collective bargaining agreement sets a wage of $46,975.50.This position is eligible for a hybrid work schedule (remote work and in-person work in Champaign-Urbana each week) after an initial on-site training period, 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 February 16, 2026. Apply for this position using the Apply Now button on this posting, and upload your cover letter, resume (months and years of employment must be included), 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.

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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.

For assistance with resume creation and mock interviews, please follow this link for University of Illinois Human Resources workshops (held every other week): https://illinois.csod.com/ux/ats/careersite/1/home/requisition/1595?c=illinois

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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1034019
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu