Office Administrator - Nuclear, Plasma, and Radiological Engineering

Laseagrant; Urbana, Northern (IL, KY); Hybrid; USD 50,000 - 55,000; Full time

Benefits offered by this job

Benefits package

Job summary

The University of Illinois Urbana-Champaign is seeking an Office Administrator to support the Nuclear, Plasma, and Radiological Engineering department. The role acts as a liaison to the Department Head, coordinates meetings, drafts communications, and maintains confidential records on campus and with external partners.

Responsibilities include onboarding student workers, assisting with faculty searches, preparing materials for committees, and coordinating departmental events and space usage.

Qualifications

• High school diploma or equivalent.
• 2 or 4 years of comparable work experience as described in the minimum qualifications.
• Ability to communicate effectively and maintain confidentiality.

Responsibilities

• Serve as liaison between the Department Head, faculty, staff, students, campus units, external partners, and advisory bodies.
• Coordinate meetings, prepare materials, document actions, and communicate policies to the Department Head.
• Prepare and coordinate correspondence, reports, and materials with confidentiality.
• Schedule meetings, maintain the Head's calendar, and reserve rooms as needed.
• Supervise office staff, onboarding of student hourly employees, and support faculty searches.
• Support departmental events and handle space records and procurement tasks.

Skills

Microsoft Office

Communication

Time management

Confidentiality

Education

High school diploma or equivalent

Job description

Office Administrator - Nuclear, Plasma, and Radiological Engineering

Nuclear, Plasma, & Radiological Engineering
The Grainger College of Engineering
University of Illinois Urbana-Champaign

• Serve as a liaison between the Department Head and faculty, staff, students, campus units, external partners, and advisory bodies.
• S erve as the department point of contact to internal and external committees and offices, including Facilities and Services, Engineering Business Services Center, and Human Resources. This includes: scheduling meetings, preparing and distributing materials, documenting actions, and providing factual information regarding unit policies and procedures. Communicate with the Department Head and attend meetings to maintain an overall awareness of organizational activities and to keep informed of Departmental, Grainger College of Engineering, and university policies, advising the Department Head appropriately.
• Prepare, draft, and coordinate correspondence, reports, and materials for the Department Head, exercising confidentiality and discretion; redirect inquiries as appropriate.
• Communicates with faculty, staff, other departments, campus, and outside entities regarding the scheduling of meetings for the Department Head as needed, including maintaining the calendar for the Head; advises Department Head of impending meetings and deadlines; screens and schedules appointments to include reserving rooms.

Departmental Administrative Operations

• Supervise, oversee duties, train, provide direction, or delegate tasks to office staff, including assigning work, leave management, and performance management. Departmental onboarding of student hourly employees for review of applicable internal processes.
• Prepares promotion and tenure documents, which includes collection and formatting of materials, scheduling committee meetings, and assistance with recruiting outside letter writers.
• Serves as the administrative lead for the departmental faculty search process, including corresponding with recruited faculty candidates (and search committee members) as needed to set interview schedules and make all travel arrangements for candidates, obtain and verify application information, obtain proper documents for reimbursement purposes, and provide candidates with their application status. Serve as the liaison to Engineering Human Resources Shared Services in this capacity.
• Serve as the administrative support for faculty meetings, committees, and voting processes, including scheduling, preparation of materials, documentation, and recordkeeping.
• Support and facilitate departmental events: NPRE and American Nuclear Society awards banquet, workshops, summer camps, recruitment events, NPRE career fairs, etc. Arrange meetings with faculty and students to set up tours, lab tours and demonstrations, lunches, etc. This includes overseeing and delegating to other administrative staff for assistance with logistics for events, and coordination with other departmental staff.
• Create, update, revise, and retrieve electronic files/records and data with responsibility for maintaining adequate, accurate, and accessible information, which may include confidential or sensitive materials. Liaise with the Department Head for absence forms/approvals and their progress through the my.npre portal system.

Special Projects

• Collaborate with departmental facilities contact to assist with departmental space-related activities, including maintaining office and laboratory space records, processing key and access requests, and supporting space surveys and updates.
• Act as Telephone Unit Coordinator, managing changes related to personnel, funding sources, and communication services.
• Serve as backup for the Building Emergency Action Plan (BEAP), maintaining compliance documentation and distributing required communications.
• Serve as back up for P-Card processing for departmental P-Card holders.
• Assume additional appropriate related duties to further the mission of the department.

Minimum Qualifications:

1. High school diploma or equivalent.

2. 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.

Knowledge, Skills and Abilities:

• Working knowledge of the departmental, College, and campus policies and procedures, as well as the ability to establish working relationships with staff among the department, College, and campus.
• Ability to work independently, prioritize tasks, exercise professional judgment, and possess time management skills.
• Ability to maintain strict confidentiality in performing the duties associated with this position.
• Ability to communicate effectively as appropriate for the needs of the audience.
• Knowledge of Microsoft Office and general office practices and procedures.

APPOINTMENT INFORMATION

This is a full-time Civil Service Office Administratorposition appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. The budgeted salary range for this position is $50,000 - $55,000.Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy . This position is not eligible for work authorization sponsorship.

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.

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.

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 [e-mail] .