Office Administrator - College of Liberal Arts & Sciences, Office of the Dean

University of Illinois Urbana-Champaign, IL•Urbana, IL

40d•$50,000 - $60,000

About The Position

The College of Liberal Arts & Sciences (LAS) is searching for a Office Administrator. LAS is home to 15,000 students; 1,300 faculty and staff; and over 186,000 alumni. The college is home to more than 65 units and 70 plus majors. LAS is a diverse and dynamic place made up of incredible people doing impactful work every day at the heart of the university. Job Summary Provide primary administrative support to two College of Liberal Arts & Sciences (LAS) Associate Deans, along with other LAS Deans as needed and assigned. Collaborate with the Front Office Team on initiatives to support the efficient operation of the Office of the Dean, including events, seminars, special projects, and meetings.

Requirements

High school diploma or equivalent.
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.
Ability to communicate effectively with others.
Excellent interpersonal skills and professional acumen.
Ability to communicate effectively and professionally, build rapport and establish effective working relationships with students, faculty, staff, and parents.
Commitment to creating an inclusive environment.
Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
Ability to remain calm and productive in a busy work environment with frequent interruptions.
Ability to be take initiative, prioritize tasks, and exercise good judgment.
Excellent attention to detail.
Excellent time management skills.
Demonstrated ability to anticipate needs and establish priorities.
Ability to use discretion and maintain confidentiality in all business matters.
Knowledge of the academic community and its organizational structure.
Proficiency with Microsoft Outlook, Office, Excel, Teams, Zoom, Box
Familiarity with campus systems including Chrome River.

Responsibilities

Gather documents, track items, send reminders, and organize work for sections of annual budget report.
Schedule travel for Associate Deans and initiate travel reimbursement process, and inputs Chrome River reimbursement transactions.
Collaborate with the Front Office Team on initiatives to support the efficient operation of the Office of the Dean, including events, seminars, special projects, and meetings.
Collaborate with the Front Office Team to develop and maintain standard procedures for operations and activities, and lead coordination efforts as assigned.
Co-manage the Associate Deans' calendars, including scheduling, resolving conflicts, coordinating meeting locations, preparing required materials, and ensuring they have all necessary information for each meeting.
Provide support for video conferencing and webinars, set up Zoom/Team sessions, and work with technology services to setup up and provide meeting and event offerings.
Serves as a resource on matters of policy and procedures.
Support annual faculty promotion and tenure review for relevant portfolio units as needed.
Review incoming mail for associate deans and respond to items, as appropriate.
Provide backup reception support for Dean's Office, also serve as backup for unit conference rooms and parking space reservations.
Attend and participate in LAS Front Office staff meetings and scheduled professional development meetings.
Other related administrative duties, as assigned to further the mission of the unit.
Maintain records and files for associate deans related to their portfolios including Executive Officers (EO) and faculty personnel records.
Maintains annual reports and schedules annual review meetings for EOs including Department Heads and School Directors.
Manage the coordination of the faculty third year review process for relevant portfolio units and maintains review records.
Manage the coordination of the five-year review process for relevant portfolio including EOs including Department Heads and School Directors and maintains review records.
Support departmental faculty searches as needed.
Assist Associate Dean with gathering information and developing presentations, as needed.
Schedule meetings and maintain documents for special programs and initiatives including Study in a Second Discipline, Student Success Proposals, Conference Support Proposals, and Investment for Growth Proposals.
Schedule meetings, gather data and documents, and tracking deadlines for Associate Deans to assist EOs with recruitment and retention processes.
Provides video conferencing and webinar support; works with technology services, when needed; takes minutes/notes during meetings, and coordinates follow-up items.
Coordinate and expedite activities related to associate dean service obligations and committee work.
Assist with projects such as surveys, forms, and drafts routine email messages for associate dean, as needed.