Office Administrator - Law

Law

Job Summary

Duties & Responsibilities:

FACULTY SUPPORT – 40%
• 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. Provides reports and maintains overall budgetary oversight for faculty accounts.
• 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 Emburse 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 members' 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 paper's coordinators and the faculty authors.

PROGRAM SUPPORT -30%
•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.
• Provides reports, maintains overall budgetary oversight for funds related to program support; serves as key resource for the unit, exercises administrative oversight, interprets policy and makes budgetary decisions to ensure cost efficient operations for program support.
• 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 - 25%
• 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 – 5%
• 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.

Knowledge, Skills and Abilities

• Knowledge of general office practices and procedures • Knowledge of principles and processes for providing customer and personal services. • Ability to communicate effectively with a wide range of audiences. • Ability to work effectively with staff, the public, and outside constituency groups • Ability to organize and multi-task • Ability to utilize various computer software • Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems. • Ability to work autonomously and within a team environment. • Resourceful and proactive approach to the work environment while having the ability to manage multiple personalities and work styles. • Self-directed and task oriented while managing a myriad of projects simultaneously.

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 6/16/2026. Salary is commensurate with experience, with a range from $48,000-$55,000. 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 26,2026. 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.

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 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: 1035955
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu