Office Administrator - College of Media
University of Illinois

Office Administrator - College of Media

Department of Media and Cinema Studies

Job Summary
Provide administrative support to the Heads of the Department in planning and administration of daily activities and departmental work. Interprets and implements department policies, directives, standards, and record keeping. Serves as part of the College front office support team.

Provide administrative support to the Department Heads

• Serve as receptionist by greeting faculty, staff, student, and community visitors in a friendly and professional manner, answering their questions, directing them appropriately. When a visitor arrives for a scheduled appointment, notify the Dean or relevant department head of the visitor's arrival.
• Maintain a safe, organized, and clean reception space, including one's desk and common areas.
• Handle routine inquiries and requests via phone, email, and in person in a friendly and professional manner.
• Maintain positive relationships with faculty, staff, and students within the unit and with colleagues in other units with which the departments and college interact.
• Coordinate the Head's schedule/calendar. Act as the Head's confidential assistant.
• Calendar departmental events and meetings. Create agendas, take, and archive minutes for faculty meetings.
• Review and ensure the final copy of all formal communications and documents are accurate and complete.
• Assist with formatting and reviewing Promotion and Tenure documents for department faculty.
• Manage the master copy of faculty P&T dossiers. Edit confidential dossiers and CVs. Communicate with external letter writers, answering their queries regarding P&T processes specific to the University.
• Serve as the liaison between Head, faculty, students, staff, alum, and other constituents at the campus level.
• Collect and keep records for the Faculty Annual Review.
• Maintain an overview of departmental responsibilities and deadlines, updates, and evaluates departmental policies and operational procedures, including the graduate requirements in the College of Media and the Graduate College.
• Oversee all file management for the department. Manage confidential documents including personnel, institutional and historical documents (i.e., P&T documents, sabbatical reports, faculty annual reviews and merit raise letters, faculty and graduate student records).
• Compose various correspondence and forms on behalf of the Head.
• Oversee the collection and organization of documentation for accreditation and other departmental reviews.
• Oversee, monitor, and approve online change of grade for the department. Serve as a backup in this capacity for the other two academic departments in the college.
• Oversee the distribution of teaching evaluation forms to faculty, instructors, and teaching assistants each semester/term. Responsible for the completion of ICES forms for submission to the Office for Measurement and Evaluation.
• Coordinate and plan special events.
• Serve as backup to the support staff in two other departmental units (Journalism and Advertising) and college level units, as necessar- v. Other administrative support duties as assigne-

Provide administrative support in undergraduate and graduate student affairs, the Institute of Communications Research (ICR)

• Assist the Director of Graduate Studies and ICR Director. Compose, prepare, and sign documents and forms, including admissions and denial letters, on behalf of DGS and ICR Director.
• Track applications process, and graduate student fellowships, including any required visa documents.
• Manage and prepare paperwork for doctoral students' financial aid, fellowships/grant awards, fellowship nomination packages, and any other correspondence of a confidential nature.
• Manage doctoral student records and files including petitions, grades, registration, limited status, admissions, withdrawals, late program changes, examination results, fellowship notifications and transcripts from post-secondary institutions.
• Oversee all file management for ICR: Student, faculty files, departmental policy files and others.
• Calendar ICR events and meetings. Create agendas, take, and archive minutes for faculty meetings.
• Support graduate students with the PhD Dissertation process. Review all PhD dissertations in the ICR: ensure they are uploaded to the Thesis Office for additional review, and ensure students meet the deadline set by the Graduate College. Assist with the coordination/planning of prospective PhD students' campus visits, plan and coordinate their itineraries, including flight arrangements and all accommodations.
• Serve as the ICR editor and approver of various Graduate College.
• Coordinate and plan events for ICR students. Register all new teaching assistants for University's Graduate Academy Orientation, and Grading Symposium for non-teaching assistants.
• Other administrative support duties as assigned.

Financial and travel documentation

• Assist Head with the fiscal management of the department's budget; maintains a record of all expenses.
• Track all MACS and ICR accounts, including individual faculty research accounts. Responsible for gathering information and - getting advance approval on Request for Funding form for all purchases and travel.
• Review the monthly account reports for consistency between RFFs, T-card purchases, P-card purchases and CFOPs.
• Serve as a proxy and prepare expense reports in the Chrome River system for the Head, faculty, and PhD students.
• Plan and coordinate itineraries for visitors, including flight arrangements and all accommodations.
• Prepare and process visa applications for the Head and faculty traveling abroad.

Additional Physical Demands
No exceptional requirements over normal administrative personnel functions. Occasional trips to other units across campus to deliver and/or pick up materials. The College of Media provides workplace flexibility to all employees, but the duties of this position require a daily in-person presence. Flexibility options are therefore provided within that context.

Minimum Qualifications

• High school diploma or equivalent.
• Any one of the following from the categories below:
  • 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.

Knowledge, Skills and Abilities

• Knowledge of the University's business and operating procedures, organization and personnel, and General Policy and Guidelines Manual, as well as knowledge of the department's organization, programs, policies, procedures, mission and functions and the knowledge of procedures and policies of other units.
• This position is responsible for disseminating information about policies and procedures that enable the administrative operations of the department to function efficiently and smoothly.
• Possess strong language skills, both oral and written, both comprehension and expression.
• Strong grammar and business writing techniques.
• Enter, transcribe, record, store, or maintain information in written or electronic form.
• Knowledge of computers and computer systems to set up functions, enter data and/or process information (calendar/scheduling, database, spreadsheet software, etc.)
• Extensive knowledge and dexterity of word processing.
• Perform day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Ability to display independent judgement and initiative.

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 4/12/2024. Minimum salary is for this position is $47,000.

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 (Central Time) on May 6, 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. 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 kiener2@illinois.edu or tharvey@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: 1024157
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

This job has expired.