Administrative Aide
Nuclear, Plasma & Radiological Engineering
The Grainger College of Engineering
University of Illinois Urbana-Champaign

The Department of Nuclear, Plasma, and Radiological Engineering seeks applicants for an Administrative Aide position. This position is responsible for organizing, coordinating, and managing the administrative responsibilities for the Department Head and Department of Nuclear, Plasma, and Radiological Engineering.

Duties & Responsibilities

Department Head Liaison

• Manage day-to-day administrative operations of the Department Head and Department. Serve as the primary point of contact between the Department Head and faculty, staff, students, campus units, external partners, and advisory bodies.
• Act on behalf of the Department Head as liaison to internal and external committees and offices, including Facilities and Services, Engineering Business Services Center, and Human Resources. This includes scheduling meetings, preparing and distributing materials, documenting actions, and ensuring alignment with departmental bylaws and procedures.
• Review, synthesize, and prioritize information received via correspondence, reports, email, and meetings to support informed decision-making.
• Prepare, draft, and coordinate correspondence, reports, and materials for the Department Head. Maintain and actively manage the Department Head’s calendar and meeting priorities, including preparation of materials.
• Serve as departmental contact and administrative coordinator for required compliance and disclosure activities tied to the Department Head’s responsibilities, including Conflict of Commitment and Interest disclosures, Report of Non-University Activities, mandated training compliance, and related University reporting requirements.
• Exercise confidentiality and discretion while fostering effective working relationships across campus and with external stakeholders; redirect inquiries as appropriate.

Departmental Administrative Operations

• Supervise, oversee duties, and train, provide direction, or delegate tasks to office staff, including assigning work, managing leave, and managing performance. Responsible for departmental onboarding of student hourly employees for review of applicable internal processes.
• Coordinate departmental administrative and faculty-related processes, including promotion and tenure, faculty searches, annual and specialized faculty reviews, sabbaticals, affiliate appointments, onboarding, and outside activity reporting. Compile documentation, track timelines, and ensure submissions meet college and university requirements.
• Provide administrative coordination for faculty meetings, committees, and voting processes, including scheduling, preparation of materials, documentation, and record-keeping in accordance with departmental bylaws.
• Coordinate departmental events, including the NPRE and American Nuclear Society awards banquet, workshops, summer camps, recruitment events, NPRE career fairs, etc. Arrange meetings with faculty and students to set up tours, lab tours and demonstrations, lunches, etc. This includes overseeing and delegating to other administrative staff for assistance with logistics for events, and coordination with other departmental staff.
• Maintain faculty data and reporting systems, including biographical information and required activity reporting, ensuring accuracy and compliance.
• Act as Department Head proxy for absence forms/approvals and their progress through the my.npre portal system.

Special Projects

• Coordinate with departmental facilities contact for space-related operations, including office and laboratory space assignments, space surveys, key and access authorization, and maintenance of related records.
• Act as Telephone Unit Coordinator, managing changes related to personnel, funding sources, and communication services.
• Serve as backup for the Building Emergency Action Plan (BEAP), maintaining compliance documentation and distributing required communications.
• Serve as back up for P-Card processing for departmental P-Card holders.

Assume additional appropriate related duties to further the mission of the department.

Minimum Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:

• College course work in business, finance, accounting or a related field:
  • 60 semester hours or an Associate's degree equals one (1) year (12 months)
  • 90 semester hours equals two (2) years (24 months)
  • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
  • Master's degree or higher equals four (4) years (48 months)
• Progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Knowledge, Skills and Abilities

• Extensive knowledge of the departmental, college, and campus policies and procedures, as well as the ability to establish working relationships with staff among the department, college, and campus.
• Ability to work independently, prioritize tasks, exercise professional judgment, and possess time management skills.
• Ability to maintain strict confidentiality in performing the duties associated with this position.
• Ability to communicate effectively as appropriate for the needs of the audience.
• Knowledge of Microsoft Office and general office practices and procedures.

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The budgeted salary range for this position is $55,000-$60,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy. 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 May 18, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. 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 Jill McKenna at glawe1@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.

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.

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.

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

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Requisition ID: 1036041
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu