Office Administrator
University of Illinois

Office Administrator

Siebel School of Computing & Data Science

The Grainger College of Engineering

University of Illinois Urbana-Champaign

Join the dynamic team at the Siebel School of Computing and Data Science! As the go-to coordinator for course scheduling and academic logistics, you'll play a vital role in shaping an innovative learning environment for students and faculty. Dive into a fast-paced, rewarding position where your organizational talents and creative problem-solving will shine. With training provided for essential tools and the chance to collaborate across campus, this role offers growth, variety, and the opportunity to make a difference. Be a key part of advancing education in computing and data science-apply today!

Job Summary
With primary input from the Associate Director for Academics, this role provides administrative office support to the Siebel School of Computing and Data Science and coordinates with other academic campus units and support staff to ensure course scheduling and other essential academic logistics are completed in both a timely and efficient manner.
Duties & Responsibilities

• Compile the class schedule each semester and enter the information into Banner. This includes:

• Send out surveys to the faculty to solicit information about how their classes need to be set up as well as to solicit instructors to teach sections in Chicago.

• Compile, update, and carefully maintain a detailed list of courses/course sections to be taught, in cooperation with the Associate Director for Academics.

• With the Associate Director for Academics, plan the course schedule with days, times, and class capacities.

• Reserve and request appropriate classrooms to house each course section based on technology needs, capacity, etc, meeting campus deadlines for room requests, working with several sources of campus and department spaces.

• Update information about each section into BANNER, including class size, cross-listings, prerequisites, credits, levels, hybrid course setups for 300+ sections per fall/spring term. Create new sections for courses as needed, enter new faculty as instructors as appropriate.

• Coordinate with other cross-list departments as needed.

• Communicate with faculty and students if a section needs to be closed, or have its time or location changed.

• Make class schedule changes as needed beyond the initial setup. • Schedule requested rooms for extra space or evening times for midterm exams. Coordinate final exam scheduling.

• Assist with data management in projecting and managing enrollment needs by providing 10th day and final enrollment figures from the previous year's run of the course to the Director of Undergraduate Programs and the Assistant Director of Graduate Studies.

• Check the accuracy of the work of the course registration manager for correct restrictions placed at announced times.

• Use BANNER Administrative, Google Sheets, ASTRA, my.cs, and Excel to complete these duties (training available).

• Monitor final grade entry and grade changes for the unit.

• Communicate with instructional staff about grade entry deadlines and procedures, ensure that grades are properly entered for each course and section the unit controls.

• Process and track the submission of supplemental grade forms to address missing or changed grades.

• Review electronic grade change requests and direct any unusual changes to the Director of Undergraduate Programs, the Director of Graduate Studies, or the Associate Director of Academics, as appropriate.

• Coordinate with other departments on campus concerning cross-listed or co-taught courses when needed.

• Communicate with instructors offering proficiency exams to acquire results and communicate those results to the respective colleges of the students taking the exams.

• Handle a wide variety of requests independently, using knowledge of School, College and University policies, and the Associate Director of Academics interpretation of same, to supply information to students and faculty on a variety of course and program-related matters.

• Attend meetings on behalf of the school related to issues involving course scheduling and maintenance.

• 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.

Knowledge, Skills and Abilities

• The ability to plan, organize, schedule and accurately record technical data (e.g. identification numbers for course sections).
• Knowledge of course scheduling in Banner.
• Advanced knowledge of use of spreadsheets, particularly Google Sheets, including making formulae to calculate cell entries, ability to regulate level of access to cells, columns, rows. Knowledge of the creation of online surveys software such as webforms or Google Forms. Knowledge of word processing software such as Microsoft Word or Google Docs for creating formal messages or reports.
• Exceptional judgment and the ability to handle sensitive matters with tact and diplomacy.
• Must be self-motivated with a high degree of initiative, independent judgment, ability to establish priorities.
• Ability to anticipate needs, establish priorities and to work under pressure in an environment of multiple and sometimes conflicting priorities.
• Strong decision-making, organizational, and problem-solving skills.
• Excellent oral and written communication skills are very important in preparation of correspondence and reports, and consultation with administrators, faculty, staff, and students.

Appointment Information

This is a 100% full-time Civil Service 3253 - Office Administrator position, 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 $45,000 - $60,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Hybrid work options may be for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy Sponsorship for work authorization is not available for this position.

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 (Central Time) on January 5, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. 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 Dawn Creath at dcreath@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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 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: 1027313
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

This job has expired.