Office Manager- Academic Affairs

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

Duties Responsibilities Administrative Support to Academic Affairs: 60%

• Provide daily administrative support to the Associate Director of Academic Affairs (AscDAA) including but not limited to 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.

Course Scheduling Support: 35%

• Provide backup to semesterly entry and audit Teaching Assistant (TA) appointments (fall, spring, and summer) via the iSchool HR portal, ensuring accuracy and compliance with university policies.
• Serve as the primary content manager for the Academic Affairs intranet site (iSchool Connect via Microsoft SharePoint), including calendar updates, document uploads, and deadline postings.
• Reconcile course enrollments and room assignments and maintain updates in the Academic Affairs primary scheduling planner (e.g., data entry, running reports, tracking deadlines).

Other Duties – 5%

• Support Academic Affairs initiatives and provide coverage for other staff within the unit during absences or peak workload periods.
• Perform other related duties and assist with special projects as assigned.