University of Illinois
Office Administrator
Colleges of Applied Health Sciences/Fine and Applied Arts
Job Summary This position assists with human resource and financial transactions relating to the administrative activities of the HR Service Center (HRSC) in the Colleges of Applied Health Sciences and Fine and Applied Arts.
Duties & Responsibilities Administrative Support • Serve as the first point of contact for visitors to the HRSC, either in person or by phone/IM/email. • Responsible for independently responding to inquiries by interpreting policies and procedures established by the unit, college, and university. Communicate various HR practices and policies and ensure compliance throughout the units served by the HR Service Center. Uses discretion in escalating necessary questions. • Compile/maintain information for weekly status reports regarding filled, open, and upcoming AHS/FAA positions as well as on/off boarding, visas, and any personnel items that need relayed to the Deans. • Facilitate cooperative and cohesive relationships with staff in the units served by the HRSC. • Conduct research, interpret findings, and make recommendations for various HR-related appointments and hiring practices. Work closely with a variety of constituents to make recommendations and provide feedback. • Create, update, maintain, revise, and retrieve confidential files and records, which may involve cross filing; ensure that all personnel files are up to date and verify that both the electronic files and paper files contain the same information. • Create training materials and process flows/documentation for departments. Upon approval by the HR Service Center Management Team, responsible for implementing these procedures and conducting ongoing reviews to ensure materials are kept up to date. • Assist in the development and continual improvement of procedures and templates used in HR transaction processing to drive efficient operations within the HR Service Center. Operations Support • Responsible for tracking and monitoring compliance in areas such as: Ethics Training, ANCRA Training, Title IX Training, and VSL reporting. • Responsible for non-compliance action that is required per advisement of unit and University mandates. • Run and compile reports for visa end date, appointment end date, and other reports as requested by HRSC staff. Maintain FML leave balance totals up to date. • Serve as reminder when employees are due to recertify their documentation. • Assist with visa processing, including but not limited to assemble and assist with the collection of visa request documentation which includes working closely with HRSC Staff, Department Contacts, scholars, and the ISSS office. • Executes the processing and reconciliation of visa-related fee payments, ensuring accuracy, compliance with institutional and federal guidelines, and timely coordination with relevant internal university departments and external agencies. • Assist with new hire appointments by monitoring the bookings page, sending follow-up emails to new hires about required documents, and inputting them into Tracker I-9 / sending Section 1. This requires the interpretation and enforcement of numerous federal guidelines. Talent Support • Place job ads. Gather and maintain all required documentation for job summery recruitment packets. • Run and send reports including but not limited to hrSearch candidate rankings, diversity of the pool reports, and extra-help hours. • Schedule committee meetings, candidate interviews, and coordinates travel / logistics needs for each search. • Responsible for assisting with candidate search expenditures; reimbursements to candidates for travel and reimbursements to committee members for expenses incurred from hosting a candidate. Process the expense reports to reconcile the charges. Works with individual units to determine source of funds for reimbursement. Miscellaneous Support Other duties as assigned and appropriate. Minimum Qualifications High school diploma or equivalent. Any one of the following from the categories below:
Four (4) years (48 months) of work experience comparable to the third level of this series. Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Preferred Qualifications
A minimum of five years of progressive work experience that demonstrates strong ability to apply HR polices to transactional activities. Knowledge, Skills and Abilities Knowledge of or ability to become proficient in Human Resources applications such as Banner, HR Front-end, Cornerstone, JDExpert, and the retire/rehire system. Knowledge of university and campus polices as they relate to hiring, I-9s, international work regulations, complex academic appointments, and other general employment activities to ensure that all related guidelines and procedures are administered appropriately and accurately. Ability to maintain confidentiality. Ability to work independently and use independent judgment on tasks and use discretion to know when an issue should be escalated or additional input should be sought. Proficiency with standard office applications such as Word, Excel, and Outlook in addition to Adobe Acrobat Professional. Excellent organizational, communication, and inter-personal skills. 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 11/10/2025. The salary range for this position is $55,000 - $58,000. We strive to provide a competitive salary,considering factors such as available market data, internal equity, candidateexperience and qualifications, collective bargaining agreements, and budgetconstraints. The final salary offer will be determined through a thoroughassessment of these elements. Work authorization sponsorship is not availablefor 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 October 19, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 AHS HR at ahs-hr@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.
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 : 1033244 Job Category : Administrative Support Apply at:
https://jobs.illinois.edu
Job Summary This position assists with human resource and financial transactions relating to the administrative activities of the HR Service Center (HRSC) in the Colleges of Applied Health Sciences and Fine and Applied Arts.
Duties & Responsibilities Administrative Support • Serve as the first point of contact for visitors to the HRSC, either in person or by phone/IM/email. • Responsible for independently responding to inquiries by interpreting policies and procedures established by the unit, college, and university. Communicate various HR practices and policies and ensure compliance throughout the units served by the HR Service Center. Uses discretion in escalating necessary questions. • Compile/maintain information for weekly status reports regarding filled, open, and upcoming AHS/FAA positions as well as on/off boarding, visas, and any personnel items that need relayed to the Deans. • Facilitate cooperative and cohesive relationships with staff in the units served by the HRSC. • Conduct research, interpret findings, and make recommendations for various HR-related appointments and hiring practices. Work closely with a variety of constituents to make recommendations and provide feedback. • Create, update, maintain, revise, and retrieve confidential files and records, which may involve cross filing; ensure that all personnel files are up to date and verify that both the electronic files and paper files contain the same information. • Create training materials and process flows/documentation for departments. Upon approval by the HR Service Center Management Team, responsible for implementing these procedures and conducting ongoing reviews to ensure materials are kept up to date. • Assist in the development and continual improvement of procedures and templates used in HR transaction processing to drive efficient operations within the HR Service Center. Operations Support • Responsible for tracking and monitoring compliance in areas such as: Ethics Training, ANCRA Training, Title IX Training, and VSL reporting. • Responsible for non-compliance action that is required per advisement of unit and University mandates. • Run and compile reports for visa end date, appointment end date, and other reports as requested by HRSC staff. Maintain FML leave balance totals up to date. • Serve as reminder when employees are due to recertify their documentation. • Assist with visa processing, including but not limited to assemble and assist with the collection of visa request documentation which includes working closely with HRSC Staff, Department Contacts, scholars, and the ISSS office. • Executes the processing and reconciliation of visa-related fee payments, ensuring accuracy, compliance with institutional and federal guidelines, and timely coordination with relevant internal university departments and external agencies. • Assist with new hire appointments by monitoring the bookings page, sending follow-up emails to new hires about required documents, and inputting them into Tracker I-9 / sending Section 1. This requires the interpretation and enforcement of numerous federal guidelines. Talent Support • Place job ads. Gather and maintain all required documentation for job summery recruitment packets. • Run and send reports including but not limited to hrSearch candidate rankings, diversity of the pool reports, and extra-help hours. • Schedule committee meetings, candidate interviews, and coordinates travel / logistics needs for each search. • Responsible for assisting with candidate search expenditures; reimbursements to candidates for travel and reimbursements to committee members for expenses incurred from hosting a candidate. Process the expense reports to reconcile the charges. Works with individual units to determine source of funds for reimbursement. Miscellaneous Support Other duties as assigned and appropriate. Minimum Qualifications High school diploma or equivalent. Any one of the following from the categories below:
Four (4) years (48 months) of work experience comparable to the third level of this series. Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Preferred Qualifications
A minimum of five years of progressive work experience that demonstrates strong ability to apply HR polices to transactional activities. Knowledge, Skills and Abilities Knowledge of or ability to become proficient in Human Resources applications such as Banner, HR Front-end, Cornerstone, JDExpert, and the retire/rehire system. Knowledge of university and campus polices as they relate to hiring, I-9s, international work regulations, complex academic appointments, and other general employment activities to ensure that all related guidelines and procedures are administered appropriately and accurately. Ability to maintain confidentiality. Ability to work independently and use independent judgment on tasks and use discretion to know when an issue should be escalated or additional input should be sought. Proficiency with standard office applications such as Word, Excel, and Outlook in addition to Adobe Acrobat Professional. Excellent organizational, communication, and inter-personal skills. 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 11/10/2025. The salary range for this position is $55,000 - $58,000. We strive to provide a competitive salary,considering factors such as available market data, internal equity, candidateexperience and qualifications, collective bargaining agreements, and budgetconstraints. The final salary offer will be determined through a thoroughassessment of these elements. Work authorization sponsorship is not availablefor 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 October 19, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 AHS HR at ahs-hr@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.
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 : 1033244 Job Category : Administrative Support Apply at:
https://jobs.illinois.edu