University of Illinois Urbana-Champaign · 18 hours ago
Office Manager - Academic Affairs
Urbana, IL
Full-time
Hybrid
Entry, Mid Level
$47K/yr - $47K/yr
2+ years expThe University of Illinois Urbana-Champaign is seeking an Office Manager for its School of Information Sciences in Academic Affairs. This role involves providing administrative support to the Associate Director of Academic Affairs, managing course assignments, overseeing communications, and ensuring smooth academic operations.
Higher Education
No H1B
Responsibilities
Assist the Associate Director of Academic Affairs and the Associate Dean of Faculty Affairs in managing adjunct/SIE instructor course assignments each term, ensuring accuracy of instructor information and maintaining the pay-tracking spreadsheet associated with teaching assignments. - 10%
Support the ongoing maintenance of the iSchool adjunct instructor pool, including tracking active instructors, onboarding needs, and term-to-term availability. – 5%
Disseminate semesterly course assignment information for graduate teaching assignments to other areas for appointment processing. – 5%
Provide backup support for entering and auditing Teaching Assistant (TA) appointments each semester (fall, spring, and summer) during high-volume cycles to ensure timely and accurate processing. - 5%
Provide daily administrative support to the Associate Director of Academic Affairs including but not limited to calendar management, meeting scheduling and associated materials, and travel arrangements and reimbursements. – 10%
Provide backup support assisting with adjunct and SIE appointment entry on a semesterly basis through the iSchool HR portal during peak periods or as directed. – 10%
Reconcile course enrollments and room assignments and maintain updates in the Academic Affairs master scheduling planner (e.g., data entry, running reports, tracking deadlines). Inform the Office Support Specialist responsible for the iSchool room calendars of any changes. – 10%
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. – 10%
Primary contact for the Academic Affairs shared email inbox – provide daily monitoring, organizing, and assigning emails to appropriate staff to ensure timely responses. – 10%
Work closely with HR to confirm and update Academic Affairs records when new instructors (adjuncts, SIE, postdocs, etc.) are hired by the iSchool, ensuring timely communication and record accuracy. – 5%
Coordinate with iSchool Facilities and Coordinator of Student and Academic Affairs on room reservations for TA office hours. – 5%
Assist in organizing notifications to iSchool instructors through the weekly faculty planner or other university systems as directed by the Associate Director of Academic Affairs. – 5%
Support Academic Affairs initiatives and provide coverage for other staff within the unit during absences or peak workload periods. – 5%
Other duties as assigned to enhance the mission of the unit. - 5%
Qualification
Required
High school diploma or equivalent
Two (2) years (24 months) of work experience comparable to the third level of this series
Very strong organizational skills and attention to detail
Must be self-motivated with a high degree of initiative, independent judgment, and be able to establish priorities
Ability to exercise excellent judgment and discretion, especially in handling confidential and/or sensitive information
In-depth knowledge of the University community, policies, procedures, and systems
Excellent communication skills are essential for preparing correspondence and reports, as well as for consultation with administrators, faculty, staff, and students
Experience with email ticketing systems (e.g. TeamDynamix or similar)
Benefits
Health
Dental
Vision
Life Insurance
A Retirement Plan
Paid time Off
Tuition waivers for employees and dependents
Company
University of Illinois Urbana-Champaign
The University of Illinois Urbana-Champaign is dedicated to building upon its tradition of excellence in education, research, public engagement and economic development.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Robert Whitmore
Co-Founder | Evolution & Impact of Societies in Africa | *EISA*
Shelley Giordano
Co-Founder Academy for Home Equity in Financial Planning University of Illinois
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