Office Manager- Academic Affairs

University of Illinois Urbana-Champaign•Urbana, IL

1d•$47,915•Onsite

About The Position

The School of Information Sciences at the University of Illinois invites applications from qualified individuals for a 100% full-time Office Manager in Academic Affairs. The iSchool at Illinois makes a meaningful difference in the lives of individuals through teaching, research, and public engagement. Our mission is to lead the way in understanding the use of information in science, culture, society, commerce, and the diverse activities of our daily lives. We engage in inclusive community partnerships, working beyond geographic boundaries to benefit the social good. We believe in the power of information to change the world. For more information about iSchool, visit https://ischool.illinois.edu/ . JOB SUMMARY Serves as administrative support for the Associate Director of Academic Affairs. The position also supports instructor staffing and academic operations by supporting course scheduling, managing key communications, and providing daily administrative support to Academic Affairs leadership.

Requirements

High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.

Nice To Haves

Experience using email/ticketing systems (e.g., TeamDynamix or similar).
Experience coordinating and booking travel arrangements.
Experience with TCard/PCard transaction processing.
3+ years of customer service experience in an administrative or higher education setting.
Familiarity with Chrome River expense management system.
Advanced knowledge of Microsoft Office Suite (Excel, Outlook, Word, Teams).
Strong attention to detail and organizational skills.
Ability to prioritize tasks, manage multiple deadlines, and work independently.
Ability to communicate effectively with a wide range of audiences.

Responsibilities

Provide daily administrative support to the Associate Director of Academic Affairs (AscDAA) including but not limited to calendar management, scheduling meetings and associated materials, and travel arrangements and reimbursements.
Manage the Academic Affairs email inbox by responding to, monitoring, organizing, and triaging emails to appropriate staff to ensure timely responses.
Maintain updated reports on Academic Affairs workflows including but not limited to course proposals and project scheduling and pacing.
Coordinate with HR to confirm and update Academic Affairs records when new instructors (adjuncts, postdocs, etc.) are hired by the iSchool, ensuring timely communication and record accuracy.
Participate in course scheduling and data entry associated with term-based assignments. Maintain documentation and distribution following completion.
Create and maintain document templates and organize requests as needed.
Assist in organizing correspondence and notifications to iSchool instructors through school communications or other university systems as directed by the AscDAA.
Provide backup to semesterly entry and audit Teaching Assistant (TA) appointments (fall, spring, and summer) via the iSchool HR portal, ensuring accuracy and compliance with university policies.
Serve as the primary content manager for the Academic Affairs intranet site (iSchool Connect via Microsoft SharePoint), including calendar updates, document uploads, and deadline postings.
Reconcile course enrollments and room assignments and maintain updates in the Academic Affairs primary scheduling planner (e.g., data entry, running reports, tracking deadlines).
Support Academic Affairs initiatives and provide coverage for other staff within the unit during absences or peak workload periods.
Perform other related duties and assist with special projects as assigned.