Academic Affairs Operations Coordinator

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

University of Illinois Urbana-Champaign is seeking an Administrative Support professional to assist Academic Affairs, supporting the Associate Director with daily calendar management, meeting coordination, travel arrangements, and reimbursements.

The role also handles email triage, reporting on workflows, course scheduling data entry, TA appointments backup, and maintaining the iSchool intranet (SharePoint) with calendars, documents, and deadlines.

Responsibilities

• Provide daily administrative support to the Associate Director of Academic Affairs (AscDAA) including calendar management, scheduling meetings and associated materials, and travel arrangements and reimbursements.
• Manage the Academic Affairs email inbox by responding to, monitoring, organizing, and triaging emails to appropriate staff to ensure timely responses.
• Maintain updated reports on Academic Affairs workflows including but not limited to course proposals and project scheduling and pacing.
• Coordinate with HR to confirm and update Academic Affairs records when new instructors (adjuncts, postdocs, etc.) are hired by the iSchool, ensuring timely communication and record accuracy.
• Participate in course scheduling and data entry associated with term-based assignments. Maintain documentation and distribution following completion.
• Create and maintain document templates and organize requests as needed.
• Assist in organizing correspondence and notifications to iSchool instructors through school communications or other university systems as directed by the AscDAA.

Job description

University of Illinois Urbana-Champaign is seeking an Administrative Support professional to assist Academic Affairs, supporting the Associate Director with daily calendar management, meeting coordination, travel arrangements, and reimbursements.

The role also handles email triage, reporting on workflows, course scheduling data entry, TA appointments backup, and maintaining the iSchool intranet (SharePoint) with calendars, documents, and deadlines.