Office Administrator - Siebel School of Computing and Data Science

Laseagrant; Champaign (IL); Hybrid; USD 54,000 - 56,000; Full time

Job summary

The Siebel School of Computing and Data Science at The Grainger College of Engineering, University of Illinois Urbana-Champaign, seeks an Office Administrator to lead faculty administrative support and supervise staff.

You will oversee business processes, train staff, coordinate purchases and reimbursements, and assist with faculty recruiting while ensuring policy compliance and efficient operations.

Qualifications

• High school diploma or equivalent is required.
• Two possible experience pathways: 4 years at the third level or 2 years at the fourth level of the series.
• Strong supervisory and mentoring skills are preferred.

Responsibilities

• Direct and coordinate faculty administrative support in a supervisory role.
• Provide business process oversight and mentor/train office staff.
• Oversee daily operations and customer service for faculty and research groups.
• Coordinate purchases, reimbursements, and travel arrangements as needed.
• Assist with faculty recruiting and liaison with the Director's office.
• Ensure adherence to university policies and procedures.

Skills

Leadership

Supervisory experience

Customer service

Education

High school diploma or equivalent

Associates Degree in Accounting, Business, or related field

Job description

Office Administrator - Siebel School of Computing and Data Science

Office Administrator
Siebel School of Computing andData Science
The Grainger College ofEngineering
University of IllinoisUrbana-Champaign

The SiebelSchool of Computing and Data Science in The Grainger College of Engineeringseeks applicants for an Office Administrator position. This position will directand coordinate faculty administrative support functions in a supervisory role,provide business process oversight, and mentor/train other office support staff within the school.

Duties and Responsibilities:

Leadership and supervision:

• Oversee and manage the daily customer service operations of a group of non-exempt civil service staff in a faculty support role. Provide guidance and make recommendations based on knowledge of school and campus policies and procedures and best practices. Serve as a resource person for faculty and staff.
• Supervise assigned staff, which includes selection, training/mentoring, promotion, discipline, coaching, and conducting regular performance evaluations.
• Independently coordinate and oversee the daily operations of the team in terms of providing customer service support for faculty and their research groups. This includes processing purchases, business transactions, and other administrative and clerical tasks. Delegate, direct, and oversee responsibilities performed by the assigned staff. Establish goals, deadlines, monitor progress, provide constructive feedback, and implement actions and changes necessary to accomplish work effectively and efficiently.
• Conduct full group and ad hoc meetings to effectively monitor the distribution of workloads and efficiency of workflows, amending as needed.
• Serve as the liaison between assigned staff and the Assistant to the Director.
• Maintain an awareness of organizational activities related to faculty support functions of the group, communicating with faculty and the Director’s office to ensure needs are being met. Attend faculty meetings as needed to receive updates on related activities.

Business process oversight:

• Review transactions processed by the assigned staff, including acting as their Chrome River Manager. Train and mentor staff to ensure that proper procedures and best practices are followed when submitting transactions within the system.
• Prepare and analyze reports related to tasks that are performed by assigned staff.
• In collaboration with the Assistant to the Director, work closely to develop policies and procedures related to tasks that are performed by faculty assistants. Recommend, design, and implement relevant new policies and procedures. Maintain the administrative support manual and other procedural documents to reflect current policies, procedures, and resource documents.

Faculty recruiting:

• Serve as the liaison between the assigned staff and the Director’s recruiting team.
• Coordinate and manage tasks required to facilitate the unit’s faculty hiring process, including creating templates and reference material for others to use.
• Serve as a resource for information related to the assigned staff’s role in the faculty recruiting process.

Serve as primary support for incoming and departing/retired faculty and their students. Provide support for new and growing research centers as needed, in collaboration with the Office Managers.

Serve as backup for assigned staff during vacancies, extended absences, and when workload balancing is required. This includes taking on assigned faculty to support arranging travel, processing reimbursements, coordinating purchases, arranging internal and external meetings, hosting guests, and other tasks to ensure reliable faculty support.

Facilitate school-level small equipment and supply orders, including routing purchasing approvals and making purchases. Perform additional appropriate duties to further the mission of the school.

Minimum Qualifications:

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.

Preferred Qualifications:

• Associates Degree in Accounting, Business, or other related field
• 5+ years in relatable business settings
• Supervisory experience
• Prior experience working with international students and scholars
• P-card and T-card certifications

Knowledge, Skills and Abilities:

• Ability to interact effectively and appropriately with faculty, students, staff, and guests on a daily basis.
• A thorough and advanced understanding of University policies and procedures to ensure compliance with University regulations.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Ability to exercise initiative, confidentiality, discretion, and sound independent judgment with little to no input from supervisor.
• Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

Appointment Information

This is a 100% full-time Civil Service OfficeAdministratorposition, appointed on a 12-month basis. The expected start date is as soon as possible after the closing date. The budgeted salary range for this position is $54,000 - $56,000. Salary is competitive and commensurate withqualifications and experience, while also considering internal equity.
Hybridwork options may be available for this position, with the ability to be on-siteat the University of Illinois Urbana-Champaign campus as needed per the University’s WorkplaceFlexibility policy.
This positionis not eligible for any type of sponsorship for work authorization.

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the worlds 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.

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 federalexport control laws and regulations and, as such, reserves the right to employrestricted 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] .

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