Provide overall support of activities under the purview of the Associate Dean of Undergraduate Academic Affairs, all Deans, Directors, and Assistant Directors in the Office of Undergraduate Academic Affairs.
Daily Office Support
- Provides clerical and administrative support to the Undergraduate Academic Affairs Deans, Directors, Associate/Assistant Directors
- Responsible for the day-to-day operation of the office, including managing the physical space and maintaining an awareness of all staff schedules
- Prepares large office mailings, including scholarship letters, Graduation letters, Dean’s List Certificates, and other items as needed.
- Manages the calendars of the office to arrange meetings.
- Monitors all incoming mail and email, drafting responses on behalf of the deans or responding on their behalf as directed, and keeping them informed of daily messages and events.
Academic and Student Support
- Serve as backup to the Admissions & Records Officer and assists with processing forms, scanning, and uploading documents, and removing holds, and all other procedures in Banner, including graduation certification as needed.
- Maintain communication updates for Irregular Attendance form and conduct initial phone outreach to students of concern to directly schedule meetings with Director and Associate Dean and make additional referrals as necessary.
- Work with FAA instructors and the Associate Dean to develop the schedule of FAA courses each term.
- Coordinate messages to FAA instructors regarding textbooks, course fees, final exams.
- Manage FAA course override approvals.
- Work with the office of the registrar to obtain general assignment classrooms and support instructors to identify non-general assignment classrooms when needed.
- Provides support for FAA courses, including FAA 101 and some FAA 199 courses.
Support for international and study abroad programs.
- Send and manage recurring communications to study abroad students.
- Monitor and triage the [email protected] inbox.
- Coordinate and track student study abroad course articulation submissions and manage ongoing projects related to international credit and transcript software system.
- Collect, download, and organize student application and compliance documents for faculty-led study abroad programs.
- Process study abroad student billing across multiple accounts.
- Provide additional international programs administrative support as needed (printing documents, ordering supplies, P/T card transactions, event support, etc.).
Finances and Scholarships
- Initiate and process financial transactions, including vendor setup, honorarium payments, and purchase order creation, ensuring documentation complies with university procurement policies and timelines.
- Provide support for managing scholarships and grant funds in the Office, including corresponding with recipients, mailings, and entering information into DAWS.
- Provide support for special programming, including purchases, correspondence, and database management.
- Attends meetings and trainings sessions related to College and to serve as a backup for accounting related duties.
Student Employment and Staff Engagement
- Assists with the hiring of undergraduates who assist in the FAA 101 course and reviews and acknowledges their timesheets.
- Assist with organizing the training and hiring of graduate and student staff in the office; on a seasonal basis may supervise a student employee.
- Coordinate two 2 Staff Spirit Committee meetings each semester to help prepare for office special events and celebrations of staff.
- Provides support for FAA Career Services, including updating employers in Handshake.
- High school diploma or equivalent.
- Two years (24 months) of work experience comparable to the third level of this series (Office Support Specialist).
- Strong communication skills, this includes the ability to interact with a diverse body of staff, students, faculty, parents, and the public in a professional and positive manner.
- Demonstrated ability to work collaboratively with others and assist with the facilitation of various projects.
- Ability to show initiative, attention to detail, and resolve complex problems that arise.
- Knowledge of campus and university offices with which the Undergraduate Academic Affairs Office interacts.
- Knowledge of the College of Fine + Applied Arts academic structure, degree requirements, and support-related resources.
- Knowledge of UGrad Recs, BANNER, U. Achieve/DARS, and other student records databases in a college level academic student affairs office.
- Knowledge of the Family Educational Rights & Privacy ACT (FERPA) and the responsibilities of handling sensitive and/or confidential data.
This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after 8/28/2026. The collective bargaining agreement sets an hourly rate of $24.57.
This position is not eligible for any type of sponsorship for work authorization.
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 Thursday, September 10. Apply for this position using the Apply Now button at the top or bottom of this posting and upload the following:
- Resume
- Cover Letter
- Contact information for three references
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: 1038136
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
