Office Administrator-Siebel School of Computing and Data Science

University of Illinois • Urbana, IL

406d • $45,000 - $60,000 • Hybrid

About The Position

The Office Administrator at the Siebel School of Computing and Data Science plays a crucial role in coordinating course scheduling and academic logistics, ensuring a smooth and efficient operation within the academic environment. This position involves collaboration with faculty and staff, data management, and communication to support the educational mission of the school. The role offers opportunities for growth and the chance to contribute significantly to the academic experience of students and faculty.

Requirements

• High school diploma or equivalent.
• Four years of work experience comparable to the third level of this series, or two years of work experience comparable to the fourth level of this series.
• Ability to plan, organize, schedule, and accurately record technical data.
• Knowledge of course scheduling in Banner.
• Advanced knowledge of spreadsheets, particularly Google Sheets, including formula creation and access regulation.
• Knowledge of online survey software such as webforms or Google Forms.
• Knowledge of word processing software such as Microsoft Word or Google Docs.
• Exceptional judgment and ability to handle sensitive matters with tact and diplomacy.
• Self-motivated with a high degree of initiative and independent judgment.
• Ability to anticipate needs, establish priorities, and work under pressure.
• Strong decision-making, organizational, and problem-solving skills.
• Excellent oral and written communication skills.

Nice To Haves

• Experience with academic administration or higher education environments.
• Familiarity with data management and analysis tools.

Responsibilities

• Compile the class schedule each semester and enter the information into Banner.
• Send out surveys to faculty to solicit information about class setups and instructors for sections in Chicago.
• Compile, update, and maintain a detailed list of courses/course sections in cooperation with the Associate Director for Academics.
• Plan the course schedule with days, times, and class capacities with the Associate Director for Academics.
• Reserve and request appropriate classrooms based on technology needs and capacity, meeting campus deadlines for room requests.
• Update information about each section into BANNER, including class size, cross-listings, prerequisites, credits, levels, and hybrid course setups for 300+ sections per term.
• Coordinate with other cross-list departments as needed.
• Communicate with faculty and students regarding section closures or changes in time or location.
• Make class schedule changes as needed and coordinate final exam scheduling.
• Assist with data management in projecting and managing enrollment needs by providing enrollment figures to the Director of Undergraduate Programs and the Assistant Director of Graduate Studies.
• Check the accuracy of the work of the course registration manager for correct restrictions placed at announced times.
• Monitor final grade entry and grade changes for the unit.
• Communicate with instructional staff about grade entry deadlines and procedures.
• Process and track the submission of supplemental grade forms for missing or changed grades.
• Review electronic grade change requests and direct unusual changes to appropriate directors.
• Coordinate with other departments on campus concerning cross-listed or co-taught courses.
• Communicate with instructors offering proficiency exams to acquire and relay results to respective colleges.
• Handle a variety of requests independently, using knowledge of policies to supply information to students and faculty.
• Attend meetings on behalf of the school related to course scheduling and maintenance.
• Perform additional appropriate duties to further the mission of the school.

Benefits

• Competitive salary range of $45,000 - $60,000 based on qualifications and experience.
• Hybrid work options available.
• Training provided for essential tools.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED