Office Manager- Academic Affairs

Laseagrant; Urbana (IL); On-site; USD 43,000 - 53,000; Full time

Job summary

The University of Illinois System is seeking an Office Manager in Urbana to provide administrative support to Academic Affairs leadership, assist with instructor staffing, course scheduling, and communications. The role focuses on calendar management, travel arrangements, and maintaining scheduling records, with a 12-month basis and a salary guided by the bargaining agreement.

The position is full-time, with responsibilities across scheduling, data entry, and intranet content management, plus

Qualifications

• High school diploma or equivalent.
• Two (2) years (24 months) of work experience comparable to the third level of this series.

Responsibilities

• Provide daily administrative support to the Associate Director of Academic Affairs.
• Assist in course scheduling and data entry for term-based assignments.
• Manage Academic Affairs email inbox and coordinate staff communications.
• Support instructors hiring records with HR and maintain scheduling calendars.
• Cover for other unit staff during peak periods.

Skills

Advanced knowledge of Microsoft Office

Attention to detail

Organizational skills

Prioritization

Communication skills

Education

High school diploma or equivalent

Tools

TeamDynamix

Chrome River

TCard/PCard processing

Job description

JOB SUMMARY

Serves as administrative support for the Associate Director of Academic Affairs. The position also supports instructor staffing and academic operations by supporting course scheduling, managing key communications, and providing daily administrative support to Academic Affairs leadership.

SPECIFIC DUTIES AND RESPONSIBILITIES

Administrative Support to Academic Affairs

• 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

• 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

• 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.

Minimum Qualifications

• High school diploma or equivalent. Two (2) years (24 months) of work experience comparable to the third level of this series

Preferred Qualifications

• Experience using email/ticketing systems (e.g., TeamDynamix or similar).
• Experience coordinating and booking travel arrangements.
• Experience with TCard/PCard transaction processing.
• 3+ years of customer service experience in an administrative or higher education setting.
• Familiarity with Chrome River expense management system.

Knowledge, Skills and Abilities

• Advanced knowledge of Microsoft Office Suite (Excel, Outlook, Word, Teams).
• Strong attention to detail and organizational skills.
• Ability to prioritize tasks, manage multiple deadlines, and work independently.
• Ability to communicate effectively with a wide range of audiences.

APPOINTMENT INFORMATION

This is a 100% full-time Civil Service Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after the search close date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $47,915.40. We strive to provide a competitive salary while taking into consideration internal salary equity, candidate experience and qualifications, and budget constraints. The final salary offer will be determined through a calculation involving these elements.

Sponsorship for work authorization is not available for this position.

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 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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