Office Administrator - School of Integrative Biology
University of Illinois

Job Info

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Office Administrator - School of Integrative Biology

University of Illinois at Urbana-Champaign
The School of Integrative Biology is searching for an Office Administrator to support the Evolution, Ecology, & Behavior (EEB) Department Head and the Director of the Program in Ecology, Evolution, and Conservation Biology (PEEC) in initiating and coordinating the office support functions, administrative activities, and the
development, interpretation, and implementation of policies and procedures for the department and programs.

Duties and Responsibilities

Departmental & Program Administrative Duties

• Oversee all administrative support for Evolution, Ecology, & Behavior (EEB) and Program in Ecology, Evolution, and Conservation Biology (PEEC)
• Answers departmental inquiries and resolves problems that require additional explanation or interpretation
• Receives incoming mail and responds to items according to unit guidelines and procedures
• Composes correspondences and other documents that require a combination and variety of subject matters, some confidential in nature
• Assist the Head and Director in establishing and administering policies and procedures
• Serve as liaison between the Department Head and Program Director and staff of external units (Grad College), faculty, students, and staff of the department and program, and with the School of Integrative Biology
• Maintain an operational calendar in order to alert the Head, Program Director, faculty, and students to deadlines, and prepare relevant materials in advance necessary to aid in meeting those deadlines
• Review the Department Head's email/mail; screening, responding, and redirecting as necessary. Compose correspondence requiring decisions based on an overall knowledge of the activities of the Department Head. Follow-up on email/mail received
• Assemble data and prepare reports for the department and program on administrative matters
• Maintains departmental and program websites including faculty, students, courses, and administrative information
• Manage several calendars for departmental resources including the EEB conference room
• Coordinate EEB and PEEC events and seminars; contact speakers, make travel arrangements, process reimbursements, and honoraria; oversee set up and take down
• Collaborate with SIB Business Office for faculty, staff, guest, and graduate student travel arrangements and reimbursements
• Serve on committees and attend meetings as a delegate for the department and programs
• Provide reception for the office: Answer phones, greet visitors, answer questions and provide information, sort mail
• Monitor/Moderate group email distribution lists
• Maintains an overall awareness of organizational activities for EEB and PEEC programs impacting faculty, staff, and students
• Authorized fiscal year transactions for flight and train arrangements for graduate recruits and keep management informed of new policies and procedures
• Conducts extensive research assignments involving the evaluation, selection, and compilation of information that include reviewing students' research assignments, determining statuses, and eligibility
• Participates and collaborates with department head and director to analyze, develop, and expedite procedures and record-keeping systems
• Prepares annual grant funding and fiscal reports for both units as required
• Make travel arrangements using T-Card
• Supervises and trains incoming student employees and is responsible for approving timesheets and conducting annual reviews
• Compiling promotion and tenure paperwork and formatting, not limited to also participating in job description development
• Other duties as assigned to further the mission of the unit.

Graduate Student Duties

• Support the EEB and PEEC graduate programs
• Compile and process application materials
• Coordinate admission committees
• Manage students' progress
• Maintain student files and update the grad database
• Manage and authorize appropriate requests and paperwork to the Graduate College pertaining to Prelim Exam Result Forms, Final Exam Result Forms, Thesis/Dissertation Approval Forms
• Respond to students' questions
• Verify and certify graduation requirements have been met and submit the appropriate paperwork to the Graduate College
• Process all necessary documents including petitions, registration forms, rating forms
• Organize recruitment week/weekend for EEB and PEEC
• Organize Recruit Campus visits
• Collaborate with EEB Head & Director of Graduate Studies and PEEC Director to disseminate information to graduate students regarding Graduate College grants and fellowships, school awards, and other awards; gather information on student support each semester; Health Insurance and Health Coverage
• Coordinate all matters concerning graduate students in the department and program - admission, registration, degree certification, thesis approval, etc.
• Other duties as assigned to further the mission of the unit.

Required 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.

Successful Candidates Will Have

• Awareness of, and sensitivity to, cultural and linguistic differences.
• Commitment to diversity and inclusion.
• Ability to communicate effectively with others.
• Excellent interpersonal skills and professional acumen.
• Ability to be self-motivated, prioritize tasks, multi-task, and exercise good judgment.
• Strong organizational skills.
• Ability to obtain knowledge of the academic community and its organizational structure.
• Knowledge of the policies and procedures of the University and the ability to interpret and administer these policies.
• Knowledge of computer systems, using word processing, database, and software packages including but not limited to BANNER, EDDIE, DMI, GradRecs and Gradapps, FileMaker, SLATE, ChromeRiver, Teams, Zoom, MS Office, Webtools and the knowledge of Graduate College web-based programs.
• Self-motivated with a high degree of initiative.
• 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 deal effectively and diplomatically with all persons encountered daily, either directly or by phone.

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 the deadline date. The target salary for this position is $45,000 - $55,000. Actual starting salary will be determined by the candidate's credentials and alignment with the position requirements. This position is eligible for a hybrid work schedule (remote work and in-person work in Champaign-Urbana each week). 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 .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on September 19th, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. Upload your cover letter, resume, 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. 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.

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 .

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.

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: 1025982
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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