Job Summary
This position serves as the primary administrative support for the Dean and the Assistant to the Dean in the College of Education, requiring broad knowledge of the College's academic programs, leadership, strategic priorities, committees, and academic policies. The incumbent coordinates executive calendars, meetings, travel, and special projects while ensuring the efficient operation of the Dean's Office and key administrative processes. Working closely with the College's leadership team, the position prepares meeting materials, manages confidential correspondence and documents, and supports high-level initiatives and discussions requiring discretion and sound judgment.
Duties & Responsibilities
Office Administrative Responsibilities
- Responsible for providing front-line service for the administrative teams within the Dean’s suite; Dean’s office, Finance, and Human Resource teams. Greet visitors, answer incoming phone calls; determine and execute a course of action, delegate tasks, take messages or redirect as necessary.
- Draft routine correspondence and emails, some of a sensitive and confidential nature that represent knowledge of the activities of the Dean and\or the procedures of the college.
- Facilitate purchasing for the Dean’s Office using T-Cards and/or P-Cards and travel and event reimbursements via Emburse Enterprise; serve as a proxy for the Dean.
- Manage the administrative flow of work of committees and meetings supported by this position. Prepare draft agendas for Dean's review and approval, research and/or collect any materials needed for discussion, and attend and take minutes of all meetings to provide written documentation of agreements, actions, and activities. Independently follow up on action items to ensure completion, as requested by the Dean, Assistant to the Dean, or committee chairs. Provide information and assistance to committee members as needed. Track project status, schedule guests as needed to provide update reports to each committee. Copy, compile back-up materials and prepare documentation needed for meetings College Executive Committee,
- Responsible for the coordination and implementation of College Faculty and Staff Meetings, including agendas, Unit Updates, PowerPoints, and needed communications.
o Faculty and Staff Awards Committee, including calls for nominations, and the coordination of nominations.
o Administrative Council, including follow-up on action items.
o Diversity, Equity & Multicultural Education (DEME) Committee
o Occasionally provide administrative support for other appointed committees.
- Supervise student worker(s) including hiring, management, and evaluation. Counsel students on procedures involving discretion and judgement and provide guidance with student development.
- Oversee the inventory and ordering of office supplies for the Dean’s Office suite.
- Maintain the general Education Dean email account, interpreting inquiries, redirecting requests, and providing timely responses consistent with office and College policies and procedures.
- Serve as a collaborative member of the Dean’s Office administrative team and perform additional appropriate duties that will further the mission of the College.
Administrative Support to the Dean
- Coordinate all aspects of the Dean's schedule including prioritizing and managing the calendar, scheduling appointments, inviting and notifying participants, and requesting agenda items for meetings as needed.
- Arrange and coordinate complex committee meetings and initiatives across units which include working cohesively and proficiently within the College and across campus, including The Offices of the Chancellor and Provost.
- Arrange and process complex national and international travel arrangements for the Dean. Arrange trip details, secure travel approval, obtain required insurance for travel, schedule appointments, and create meeting agendas and itineraries. Process complex travel purchases and reimbursements using Tcard and/or Pcard as appropriate.
Minimum Qualifications
- High school graduation or equivalent
- Any one or any combination totaling five (5) years (60 months) from the following categories:
A. College course work in business, finance, accounting or a related field:
- 60 semester hours or an Associate's degree equals one (1) year (12 months),
- 90 semester hours equals two (2) years (24 months),
- 120 semester hours or a Bachelor's degree equals three (3) years (36 months),
- Master's degree or higher equals four (4) years (48 months)
B. Progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles
Knowledge, Skills and Abilities
- Exceptional customer service skills, including using professional judgment and diplomacy.
- Excellent organizational skills are required.
- Exceptional interpersonal skills, including the ability to interact effectively with academic faculty, students, support staff, and visitors.
- Knowledge of general office practices and procedures and the ability to exercise judgement and maintain confidentiality.
- Ability to thrive in a team environment and actively contribute to the team's success.
- Excellent oral and written communications skills are needed in order to interact effectively with each segment of the population served by the departments.
- Ability to think clearly, creatively, and to solve problems proactively.
- Ability to manage competing priorities successfully.
Appointment Information
This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible after closing. The budgeted salary range for this position is $60,000–$65,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Sponsorship for work authorization is not available for this position.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Applications must be received by 6:00 pm (Central Time) on September 3. 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 [email protected]. For questions regarding the application process, please contact 217-333-2137.
At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.
Champaign-Urbana
Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.
This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.
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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [email protected].
Requisition ID: 1037926
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu
