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Posted on 2 April 2020 | 2:40 pm
Alumni / Benefits & Services / Alumni Career Services

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Office Administrator - Anthropology
University of Illinois - Urbana-Champaign
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Office Administrator - Anthropology

University of Illinois - Urbana-Champaign

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Details
Posted:
September 15, 2023
Location:
Urbana, Illinois
Salary:
Open
Type:
Full-time



Office Administrator
Department of Anthropology

University of Illinois at Urbana-Champaign

Job Summary
Assist the Department Head in the day-to-day management of the department. Provide technical support for courses and curriculum development.
Duties & Responsibilities

Support for Department Head
Assist the Head on departmental matters with the following:
  • Schedule appointments, maintain the head's calendar, and facilitate scheduling and planning of departmental meetings.
  • Work with the head to process and maintain a record of departmental correspondence and other significant records such as confidential faculty and staff records.
  • Provide administrative support in academic personnel matters such as promotion and tenure, emeritus requests, third-year reviews, sabbatical, and other leaves and serve as liaison with the college and campus. Maintain all confidential personnel files.
  • Works with the head on implementing departmental planning and policy decisions. Day-to-day office direction and troubleshooting.
  • Act as liaison for faculty to other campus units as necessary.
  • Assist the head in preparing reports requested by campus administrators, other institutions, or professional societies. Coordinate senate elections for the faculty.

    Budget/Financial Responsibilities
  • Work with the head and department accounting associate on department budget planning.
  • Liaison with the college and campus to coordinate and track non-recurring fund transfers, including research support and summer monies.

    LAS HR Service Center Liaison
  • Serve as departmental contact with LAS HR Service Center for processing, working with LAS HR Service Center staff on all appointments, waivers, visas, separation paperwork, and other HR issues.
  • Enter all temporary employment (graduate teaching assistants (TA), graduate research assistants (RA), and undergraduates), faculty, and staff appointments into the HR portal, and verify the funding source for each appointment.

    Office Management
  • Serve, in coordination with other office staff, as primary contact for visitors to the department office providing basic information and directing them to faculty or other staff as appropriate.
  • Supervise non-academic office staff. Responsible, in consultation with the head, for hiring office staff and making recommendations for improvement in the division of responsibilities among non-academic staff.
  • Responsible for reviewing and approving payroll timesheets for department staff.
  • Serve as department CLERY contact. Serve as unit security contact.
  • Serve as Activity Reporting System (ARS) updater.
  • Department contact for CITES and ATLAS regarding phone/computer lines and working with ATLAS to coordinate faculty computer purchases and repair.
  • Ensure that campus and state training and reporting requirements are fulfilled by the department (eg. ANCRA, Ethics, Statement of Economic Interests, RNUA, and Title IX).
  • Other duties as assigned to further the mission of the department.

    Course Management
  • Assist faculty and courses and curriculum committee with the development and input of newly proposed courses into the Campus CIM (Course Information Management) system to be routed to the College and Campus for further approval.

    Facilities Management
  • Assist the head with the allocation of department office space and research space. Principal liaison to Operations and Maintenance for all building service issues
  • Building contact (zone manager and SPOC [Single Point of Contact] for Davenport Hall and the Facility and Services department task force primary contact for the Department Security System. Maintain all codes for the alarm system.
  • Coordinate and assist with special projects as needed.

    Required 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

    Three (3) years of human resource and office administration/management experience in a university or college setting with a diverse population.
    Successful candidates will have the following:
    • Ability to communicate effectively with others.
    • Excellent interpersonal skills and professional acumen.
    • Ability to communicate effectively and professionally, build rapport, and establish effective working relationships with students, faculty, staff, and parents.
    • Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.
    • Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
    • Ability to remain calm and productive in a busy work environment with frequent interruptions.
    • Ability to work independently, exercise good judgment, and address confidential and sensitive matters appropriately.
    • Excellent attention to detail.
    • Excellent time management skills.
    • Ability to use discretion and maintain confidentiality in all business matters. Ability to handle sensitive matters with tact and diplomacy.
    • Knowledge of University and College requirements, procedures, rules, and regulations.
    • Knowledge of or the ability to obtain knowledge in Banner, Ethics training, Enterprise, F&S portal, CITES portal, and other relevant campus systems.
    • Extensive knowledge of PC-based tools including Word, Excel, and database applications.
    • Demonstrated ability to provide guidance and direction to subordinates, encouraging teamwork and collaboration for an optimal work environment.
    • Writing and other communication skills suitable to professional correspondence representing the department, and effective communication with a diverse faculty and student body.
    • Ability to work effectively as a leader of an office team engaged in multiple projects simultaneously.
    • Basic familiarity with the discipline of Anthropology and interest in diversity and inclusivity in the workplace.
    Appointment Information

    This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. Salary is commensurate with experience.

    For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
    Application Procedures & Deadline Information

    Applications must be received by 6:00 pm (CST) on September 29, 2023. Apply for this position using the Apply Now button on the posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

    For assistance with resume creation and mock interviews, please follow this link for University of Illinois Human Resources workshops (held every other week): https://illinois.csod.com/ux/ats/careersite/1/home/requisition/1595?c=illinois

    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, COVID-19 vaccination requirement, 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. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

    Requisition ID: 1020093
    Job Category: Administrative Support

    To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/7990?c=illinois







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    About University of Illinois - Urbana-Champaign
    The University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement. With our land-grant heritage as our foundation, we pioneer innovative research that tackles global problems and expands the human experience. Our transformative learning experiences, in and out of the classroom, are designed to produce innovative alumni who desire to make a significant, societal impact.
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