at University of Illinois in Urbana, Illinois, United States
Job Description
Office Administrator - College of Liberal Arts & SciencesUniversity of Illinois at Urbana-Champaign
Job Summary
Provide support and guidance to the College of Liberal Arts & Sciences (LAS) units on courses, curricula, and general education policies and procedures and provide administrative support to the Associate Dean for Curricula and Academic Policy. LAS has 70 undergraduate majors, 60 undergraduate minors, and approximately 60 graduate degrees.
Duties & Responsibilities
Courses & Curricula and General Education
- Subject matter expert and primary contact for CIM and CIM-P systems; assist sponsors with the entry of curricula information and course information and ensure that all information and supporting documents are current and completed properly
- Conduct a review of all courses, curricula, and general education submissions to ensure all fields and documents follow LAS and campus policies, requirements, and guidelines
- Organize courses, curricula, and general education files into proper formats for review by committees
- Schedule meetings of Courses & Curricula and General Education committees; draft, send out, and post meeting agendas; provide support to committee members; attend meetings; communicate as needed with college units to obtain additional information; take minutes of meetings, if requested; post minutes; and follow-up with reminders as necessary
- Ensure all proposals move through all required levels of governance in a timely fashion
- Work with campus-level staff, as necessary, to seek strategic advice on matters of courses, curricula, policy, and procedures
- Work with the campus General Education Board and Office of the Provost to help recertify LAS general education courses and to aid in the removal of general education certification for those courses that have been inactive
- Oversee entries and make revisions, as required, to LAS courses and curricula in Academic Catalog
- Review and approve course and program revision requests in CIM and CIM-P on behalf of the College
- Update LAS webpages and documents therein dealing with courses and curricula
- Coordinate and complete an annual review of CourseLeaf items, such as academic catalog review, red box error reports, special topics courses review, 6/10 violations reports, and reviews of stale and stalled courses and programs in the CIM system
- When requested, participate in soliciting information/reports for IBHE's program reviews, academic program efficiency and effectiveness reports (APEER), course fee reviews, accreditation reviews, and learning outcome assessment updates
- Schedule meetings and provide calendaring support, as needed
- Assist with the LAS Policy & Development committee and serve as a resource on matters of LAS policy and procedure and coordinate activities with other offices, as needed
- Assist with projects such as surveys, forms, email messages, summaries of data and course/curricula information, and workshops
- Provide support for video conferencing and webinars, set up Zoom/Team sessions, and work with technology services to set up and provide meeting and event offerings
- Other related duties, as assigned to further the mission of the unit
- Attend bi-weekly LAS Front Office Staff Meetings and schedule professional development
- Serve as a liaison between the LAS Front Office and Curricula and Academic Policy unit and provide front office support as needed
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
Successful candidates will have:
- Ability to communicate effectively with others
- Excellent interpersonal skills and professional acumen
- Ability to communicate effectively and professionally, build rapport, and establish effective working relationships with students, faculty, staff, and parents
- Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion
- 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, multi-task, and exercise good judgment
- Excellent attention to detail
- Excellent 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
- Extensive knowledge of PC-based tools including Word, Excel, and database applications
- Demonstrated ability to provide guidance and direction to subordinates, encouraging teamwork and collaboration for an optimal work environment
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 the deadline date. The target starting salary range for this position is $45,000. The final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.
Sponsorship for work authorization is not available for this position.
This position is on-site at the University of Illinois Urbana-Champaign campus.
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 June 24, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information 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 lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
For assistance with resume creation and mock interviews, please follow this link for University of Illinois Human Resources workshops (held every other week): https://illinois.csod.com/ux/ats/careersite/1/home/requisition/1595?c=illinois
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. 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: 1024777
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
