Office Administrator - Academic Affairs
University of Illinois

Office Administrator - Academic Affairs

School of Information Sciences

Job Summary
The School of Information Sciences is seeking an office administrator to serve as its primary course and classroom scheduler and coordinator.

Duties & Responsibilities

Course Scheduling (70%):

• In consultation with the Associate Dean for Academic Affairs and coordination with the Assistant
  Director of Academic Affairs, create course schedules, assign iSchool-controlled classrooms and/or
  secure outside classroom space.
• Enter course schedule details, such as initial enrollment windows, restrictions, and times, etc., into
  Banner. Make changes to the schedule and/or room assignments as needed throughout the term.
• Link information on the course offering for that semester to the catalog description of the course on
  the iSchool's online course catalog.
• Work with advising staff to process course overrides for students where needed.
• Coordinate the scheduling of final exams. Inform faculty of the rules and regulations regarding
  final exams and enter the data into the Banner system. Coordinate the schedule for arranged final
  exams with the campus Final Exam Office staff.

Course Support (30%):

• Coordinate textbook orders for courses. Act as liaison between the Illini Union Bookstore (IUB)
  and instructors to resolve issues with textbook orders. Assist instructors in securing desk copies as
  needed. Disseminate textbook information to students.
• Assist with the coordination of Instructor & Course Evaluation System (ICES) Online and setup
  requests for ICES paper forms for those courses not using ICES Online.
• Assist academic affairs staff with the submission of new course proposals via Courseleaf and serve
  as a CIM backup.
• Assist the PhD Program Coordinator with electronic filing and recordkeeping via Slate, Box, and
  GradRecs as needed.
• Perform other related duties as assigned.

Additional Physical Demands
Typical for an office setting

Minimum Qualifications

1. High school diploma or equivalent.

2. 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.

Preferred Qualifications

• This position requires excellent organizational skills and attention to detail.
• The candidate must have outstanding written and oral communication skills to successfully engage with faculty, students, and staff throughout the iSchool.
• The candidate will work closely with a collaborative academic affairs team and will thrive in a dynamic work environment.
• Must have at least three years of experience with the Banner course entry system.
• Experience with Excel and communications tools such as TEAMS or Zoom is helpful.

Knowledge, Skills and Abilities

• Knowledge of University policy and procedures, including course scheduling through Banner is strongly preferred. Basic knowledge of University structure, organization, administration, and resources is useful.
• Candidates who can work regularly from campus are preferred, but specific start and end times are flexible.

Appointment Information

This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 5/15/2024. The minimum salary is $45,000, We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements

We are unable to sponsor an employment VISA or take over sponsorship for an employment VISA for this position now and in the future. Candidates must be authorized to work in the United States with no VISA sponsorship.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on April 8th, 2024 . Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. Please provide a cover letter, resume and references. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Cathy Blake clblake@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1023161
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

This job has expired.