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

University of Illinois Urbana-Champaign•Urbana, IL

3d•Hybrid

About The Position

The Office of the Dean in the College of Liberal Arts & Sciences is searching for an Office Administrator that provides administrative support to the Associate Dean for Courses & Curricula, the Assistant Director for Courses & Curricular Development, and other College of Liberal Arts & Sciences Deans, as assigned. Collaborates 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.
Four (4) years (48 months) of work experience comparable to the third level of this series.
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 self-motivated, prioritize tasks, ability to easily and quickly pivot from one task to another, and exercise good judgment
Excellent attention to detail.
Excellent time management skills.
Ability to use discretion and maintain confidentiality in all business matters.
Ability to handle sensitive matters with tact and diplomacy.
Extensive knowledge of PC-based tools including Word, Excel and database applications.

Nice To Haves

Familiarity with campus systems including CIM-C, CIM-P, Courseleaf
Knowledge of University and College requirements, procedures, rules and regulations

Responsibilities

Guide and support sponsors with the entry of course and curriculum related information into campus course systems and ensure that proposals are complete and supporting documents are attached.
Conduct pre-reviews of all courses, curriculum, and general education proposals to ensure that all fields and documents follow LAS and campus policies, requirements, and guidelines.
Assist with meeting scheduling and agenda distribution of Courses & Curricula, General Education, and any other designated committees; ensure that all files are organized in proper formats for reviews by these committees; communicate as needed with college units to obtain additional information, as necessary; attend committee meetings; post minutes of meetings and update appropriate files; and follow-up with reminders.
Work with campus-level staff, as necessary, to seek strategic advice on matters of courses, curricula, academic policy, and procedures.
Coordinate and complete annual reviews of course and curricular items, such as red box error reports, special topics courses reviews, 6-10 violation reports, course fee reviews, and stale and stalled courses and programs.
Update LAS webpages and documents therein dealing with courses, curricula, and academic policies.
Assist in the college’s Academic Catalog revisions.
Manage the retention of records for the college relating to courses and curricula and general education materials.
Other related administrative duties, as assigned to further the mission of the unit.
Meeting scheduling and agenda distribution for the LAS Policy & Development committee; ensure that all files are organized in proper formats for review; communicate as needed with college units to obtain additional information, as necessary; attend committee meetings; post minutes of meetings and update appropriate files; and follow-up with reminders.
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.
Attend and participate in staff meetings with Associate Dean for Curricula and Academic Policy and/or Assistant Director for Course and Curricula Development.
Attend and participate in LAS Front Office staff meetings and scheduled professional development meetings.
Serve as a liaison between the LAS Front Office and Curricula and Academic Policy unit and provide front office support as needed.
Other related administrative duties, as assigned to further the mission of the unit.