Administrative Aide - Engineering Administration

Administrative Aide

The Office of Undergraduate Programs in The Grainger College of Engineering seeks applicants for an Administrative Aide position. This position is responsible for providing administrative and clerical support to the Office of the Associate Dean for Undergraduate Programs in The Grainger College of Engineering, organizing office operations and coordinating activities for the Associate Dean and their staff. This role also works closely with student groups to facilitate events and activities within the college.

Duties and Responsibilities :

• Organizes the work of the Office of the Associate Dean for Undergraduate Programs in The Grainger College of Engineering :
• Manages the Associate Dean's calendar, screens incoming communications, and proactively organizes and anticipates the Associate Dean's work and priorities. Remains informed about current issues to provide knowledgeable support, and composes correspondence for the Associate Dean's signature, a responsibility that requires in-depth knowledge on relevant topics and issues.
• Directly supervises the front desk position, including the assignment of work, performance management, etc. and as requested, assists with coordination of other administrative staff members who support the Associate Dean, Assistant Deans, and other staff.
• Provides additional support for special projects and events; supports Assistant Deans as needed.
• Provides support and serves as liaison for student groups and organizations within The Grainger College of Engineering :
• Coordinates the logistics for the Engineering Council student-run events such as Engineering Open House. This includes interfacing between student leaders on Engineering Council, faculty advisors, the college's facilities team, and vendors.
• Assists with Student / Alumni College Awards. This includes coordinating the nomination and selection process of the awardees with the College Awards committee, arranging interviews with award finalists, working with Engineering Council and Knights of St. Patrick on the selection of award recipients, and collaborating with the College Marketing and Communications and Advancement groups on preparing the program for the ceremony.
• Works with facilities contacts to coordinate space needs of student organizations, including submitting service calls to F&S for the student groups and providing appropriate building access.
• Provides administrative oversight of the Grainger Student Portal online platform.
• Provides administrative support for The Grainger College of Engineering Design Council and UPO controlled competition spaces in the Engineering Student Design Campus. This includes scheduling of meetings, distribution of announcements and other information, tracking matching funds, and coordinating with the business office to distribute College of Engineering Design Council awarded funds to registered student organizations (RSOs).
• Supports the Associate Dean in budget and expense management :
• Coordinate procurement for the unit, which includes processing vendor forms, service agreements, requisitions, direct pay, and credit card purchasing. This involves the creation of purchase orders, assisting with making travel arrangements, and reconciling purchasing and travel charges.
• Authorizes expenditures for the office and provides general budget oversight.
• Other duties as assigned

Minimum Qualifications :

Appointment Information :

This is a full-time Civil Service Administrative Aide 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 $60,000 $70,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Hybrid work options may be available 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.

Application Procedures and Deadline Information :

Applications must be received by 6 : 00 pm (CST) on 11 / 5 / 25. 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 Anisa Abalos-Ramirez at aabalos@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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. 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.