Office Administrator- School of Chemical Sciences

Office Administrator- School of Chemical Sciences

College of Liberal Arts & Sciences

University of Illinois Urbana-Champaign

Job Summary

This position provides high-level support to the Director of the School of Chemical Sciences (SCS) and the Director and Assistant Director of Administration and Operations. Responsibilities include assisting with implementing policies and procedures, participating in committees at both campus and national levels, and responding to inquiries from faculty, staff, and external individuals about the School and campus policies. Primary liaison between the Director, the leadership team, and departments within the School, ensuring smooth communication and helping with deadlines and responsibilities. Additionally, it maintains an efficient office environment for administrative operations.

Duties and Responsibilities

Correspondence and Communication

• Draft correspondence, memos, and reports on behalf of the Director of the School, the Director and the Assistant Director of Administration and Operation that reflect their positions, requiring a thorough understanding of SCS policies and procedures.

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  Review, and edit documents prepared by the Director, the Director and the Assistant Director of Administration and Operations for content, as well as for correct spelling, punctuation, syntax, and formatting, making revisions as needed.

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  Prepare and distribute the weekly seminar bulletin. Coordinate the sharing and posting of information, including job announcements, scholarships, competitions, and conferences, across SCS.

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  Update staff directories, committees, and other lists. Work closely with the web consultant to update and revise web content.

Scheduling & Appointments

• Manage and update the calendars of the Director of the School, the Director of Administration and Operations, and the Assistant Director of Administration and Operations, keeping them informed of upcoming engagements and preparing any necessary materials.

• Stay abreast on priorities, sensitivities, problems, etc., involved in dealing with SCS personnel, university officials, and visitors to the campus.

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  Screen and prioritize appointments, relieving the Director of numerous personal contacts, and determine the appropriate course of action. This may include referring certain contacts to other appropriate contacts.
• Schedule, confirm, and manage the coordination of School committee meetings, including those for the SCS Faculty, Executive Committee, Conflict Management and Oversight Committee, Information Systems Steering Committee, Service Facilities Committee, Staff Search Committees, and others.

Event Planning

• Independently schedule and oversee the execution of departmental events, such as distinguished lectures, faculty meetings, receptions, and employee recognition events, with minimal direction.

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  Collaborate closely with departmental and college staff to coordinate large-scale events, including faculty investitures and departmental or campus milestones and anniversaries.

• Coordinate and provide support for the Chemical Sciences Through Community (C2) organization, including event planning, room reservations, and catering.

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  Attend board meetings to stay informed of developments.

Reception and Inquiries

• Primary point of contact for the school, serving as a liaison between the Director, school staff, external units, and external contacts outside the University.

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  Anticipate and address the needs of the Director and independently carry out tasks such as:

o Draft email correspondence that will be sent from the Director to faculty, staff, and students

o Prepare notifications and reminders of scheduled or annual events. She manages all notifications for all major school and department events such as national lecturers, faculty visits, staff and faculty hires for travel and stays. Determine and move forward on action items based on discussion in the Executive Committee or other meetings.

o Independently respond to information requests that were sent to the Director and the school on topics within the Director's portfolio and based on school, college, and campus policies and procedures and determine if the request should be redirected to the appropriate contact.

Travel, Reimbursements, and Purchasing

· Manage the Travel Card and coordinate logistical arrangements and reimbursements for conferences, meetings, and travel for the Executive Director, SCS Leadership Team, and their respective supervisors/staff.

• Arrange travel and reimbursements for SCS visitors, including lecturers and staff candidates.
• Manage the Purchasing Card to facilitate authorized purchases on behalf of SCS.

Special Projects

• Oversee and manage the update of the SCS Alumni Hall display in Noyes Laboratory, which involves researching, compiling database results, and verifying the accuracy of names.

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  Provides complete oversight and coordination for scheduling applications, including the SCS designated parking spots and conference rooms/classrooms for internal personnel, in collaboration with the SCS

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  Leadership Team and service facilities staff. Ensure accurate bookings, coordinate with relevant departments, and communicate scheduling changes to support SCS business operations.
• Train and mentor office support roles in SCS on school procedures and basic office operations.

Direct Departmental Support

• Assist with the final coordination of faculty recruitment, retention, and promotion and tenure processes.
• Ensure the timely processing of key documents requiring the Director's approval, such as faculty requests and fund agreements.
• Provide additional information and support as needed.

Award Nominations

• Collaborate closely with the Director and SCS faculty & staff to prepare nomination materials for awards, including named faculty appointments, SCS Teaching Awards, and other campus or external foundation awards.
• Assist in soliciting nominations and materials, and manage deadlines.
• Maintain related files while ensuring strict confidentiality is upheld.

Records & Filing

• Establish and maintain the confidential records and files for the Director of the School, Director and Assistant Director of Administration and Operations.
• Document confidential or sensitive information 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

• Knowledge of the University of Illinois at Urbana-Champaign, the organization, the structures, the polices and procedures, the activities and programs.
• Ability to incorporate and interpret this knowledge into day-to-day decision-making in a professional manner.
• The ability to gain knowledge of the School of Chemical Sciences, Chemistry Department and Chemical Biomolecular Engineering Department and the College of Liberal Arts & Sciences rules and regulations, policies, and procedures.
• Knowledge of MS Office, Outlook, UIUC Webtools, DMI, TED (Foundation Database), TEM, Adobe PDF, and key websites and software necessary for the position
• Ability to use a fax machine, copier, phones, printers, etc. within the office.
• Demonstrated strong interpersonal skills to handle the high volume of student, faculty, visitor and staff contact.
• Sound judgement to determine what information can be given out to whom, and confidentiality of department, personnel, and students’ activities and information.
• Proven ability to independently manage complex appointment scheduling and logistical coordination for principals and the school, including off campus functions, travel, catering, and transportation, requiring extensive knowledge of on campus, community, and external informational resources.
• Ability to prioritize and organize activities for the day, week and months and flexibility to adjust when unexpected deadlines or projects arise at a moment’s notice.
• Ability to direct inquiries to appropriate contact.
• Initiative to verify own work to ensure that common errors are avoided and mistakes are kept at minimum.
• Ability to work harmoniously with faculty, staff, and students for a wide variety of disciplines.
• Commitment to creating an inclusive environment

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. The budgeted salary range for the position is $50,000 - $55,000. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. Hybrid work options may be available for this position after an initial on-site training period, 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 May 15, 2026. To apply for this position, please create a candidate profile at https://jobs.illinois.edu, use 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.

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s 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.

Champaign-Urbana

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.

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, 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 accessibility@illinois.edu.

Requisition ID: 1035839
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu