University of Illinois at Urbana-Champaign
The Department of Communications is searching for an Office Manager to provide administrative support for the Department of Communication's course schedule and class registration, procurement and office needs.
Duties and Responsibilities
Course Administration
- Maintains course schedule, department contact with campus on scheduling matters. Coordinate all aspects of the department’s course schedule, in consultation with various department and campus units (i.e., the Department Head, Associate Head, Director of Undergraduate Studies, Academic Advisors, online program coordinators, and the appropriate units of the Office of the Registrar).
- Maintain an overall awareness of and resolve issues with class schedule at any point in the term, working with campus and department administration. Advise department and answer questions regarding university policies and best practices for scheduling.
- Manage record keeping systems, including course schedules. Maintain up-to-date information and reports for reference by department administration. Research and provide longitudinal information when needed.
- Represent department in meetings concerning class schedule, policies, and procedures, when needed. Attend seminars and training sessions to stay abreast of new information, procedures and policies of the college and university. Familiarize department administration and faculty with new information.
- Assist Director of Undergraduate Studies with creation of new courses as needed.
- Assist students registering in courses, including providing information to students on class schedule and registration, notifying faculty and instructors each semester of the process for adding students to their courses, entering course overrides for students with proper approval, and informing approved students about how to register with an override.
- Assist with grade submission and notify faculty, instructors, and teaching assistants of deadlines and missing grades. Prepare supplemental grade report changes, maintaining confidentiality, securing appropriate department approval(s) and submitting in compliance with FERPA regulations. Monitor electronic grade change system and notify Department Head, Associate Department Head, and Director of Undergraduate Studies when appropriate.
- Provide information to the department related to scheduling classrooms for mid-term exams and final exams. Inform faculty, instructors, and teaching assistants of policies related to exams and follow-up as needed. Arrange for courses where the syllabus doesn’t follow the normal final exam schedule. Make any special arrangements for mid-term, final, or review sessions and inform faculty, instructors, and teaching assistants.
- Monitor academic integrity allegation cases in online system (FAIR). Coordinate with department head on appeals and any other needs, while maintaining confidentiality.
Purchasing & Reimbursement
- Research and complete purchases for faculty and department, reviewing funding and determining appropriate source of funding and procurement method (T-Card, P-Card, iBuy purchase order, Banner purchase order). Responsible for use of and questions pertaining to a variety of department accounts.
- Answer faculty inquiries that require investigation, interpretation, and explanation of university policies and procedures related to purchasing. Work with the appropriate university offices to resolve problems.
- Process reimbursement for expenses that cannot be pre-paid by another procurement method.
Office Support
- Department event planning including coordinating catering, room reservations, hotel accommodations and other logistics as needed
- Serve as point of contact for walk-in guests, incoming phone calls, and department email account
- Distribute mail
- Complete copy work and scanning requests
- Scheduling space and equipment.
- Monitor office supplies and order as necessary to maintain consistent availability
- Facilities and Services department contact for routine maintenance and cleanings, which includes submitting and monitoring work orders. For larger renovations, support staff member coordinating renovation in contact with F&S and other units as needed.
- Assist department administrators with scheduling meetings
- Distribute information about university programming and events, such as campus symposia and information about annual Campus Community Fund drive
- Assist with managing department renovation projects including working with vendors, securing quotes for evaluation, and processing vendor payments.
Additional duties as assigned by head or supervisor to further the mission of the unit
1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.
- Ability to communicate effectively with others
- Solid interpersonal skills and professional acumen.
- Ability to communicate effectively and professionally, build rapport and establish effective working relationships with students, faculty, staff, and parents.
- Commitment to creating an inclusive environment
- Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
- Ability to remain calm and productive in a busy work environment with frequent interruptions
- Ability to be self-motivated, prioritize tasks, ability to easily and quickly pivot from one task to another, and exercise good judgment.
- Excellent organizational skills
- Attention to detail
- Effective time management skills
- Ability to use discretion and maintain confidentiality in all business matters. Ability to handle sensitive matters with tact and diplomacy.
- Knowledge of University and College requirements, procedures, rules and regulations
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 the deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $46975.50. Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University’s Workplace Flexibility policy. 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 Thursday, August 13, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume, and names/contact information (including email) for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. 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 must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.
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: 1037642
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
