University of Illinois Urbana-Champaign
Office Administrator - Gies College of Business Office of the Dean
University of Illinois Urbana-Champaign, Urbana, Illinois, us, 61803
Office Administrator - Gies College of Business Office of the Dean
Join to apply for the
Office Administrator - Gies College of Business Office of the Dean
role at
University of Illinois Urbana-Champaign
Office Administrator - Gies College of Business Office of the Dean 2 days ago Be among the first 25 applicants
Join to apply for the
Office Administrator - Gies College of Business Office of the Dean
role at
University of Illinois Urbana-Champaign
Gies College of Business Office of the Dean Gies Business is a collegial workplace comprised of faculty members with a variety of research and scholarship interests. While our academic rigor and experienced faculty are among the best in the world, Gies is also a place where there’s room for all to succeed and thrive. We embrace differences. We recognize that our community is stronger when we’re challenged to think differently. We believe all learners, faculty, and staff within the Gies community should be seen, heard, and valued. As a vital member of the Dean’s Office staff, this position manages and coordinates a variety of activities and provides essential administrative support, ensuring high-quality customer service. This role handles sensitive and confidential personnel information daily. The successful candidate will participate in a comprehensive onboarding strategy led by professionals have that have performed this type of work before. For more information about Gies Business, visit https://inside.giesbusiness.illinois.edu/work-at-gies
Job Summary
This position works under the administrative direction of the Faculty Affairs Manager. This role assists in providing support to the Dean of Gies College of Business. This role assists with organizing the work of the office, performs administrative responsibilities and coordinates the activities of the Dean and This position interacts with university and departmental leadership and staff.
Duties & Responsibilities
Administrative support to the Dean
Under the direction of the Faculty Affairs Manager provide administrative support to the Dean to coordinate and facilitate administrative functions and ensure daily operational needs are met
Under the direction of the Faculty Affairs Manager, responsible for requests for appointments for the dean being mindful of other commitments, exercise judgement and initiative in determining priorities and utilization of time. This includes the ability to establish, change, or cancel appointments as necessary to meet an ever-changing schedule and to use discretion to recommend meetings with other college admins
Under administrative direction of the Faculty Affairs Manager schedule committee meetings in the college and across campus to support the dean’s initiatives
Under Administrative direction of the Faculty Affairs Manager keep the dean informed of upcoming events, deadlines associated with the college and the campus (Gies Giving Day, homecoming, Foundation Weekend etc.); schedule meetings, travel and coordinate reimbursements
Under Administrative direction prepare necessary registration, materials and files for the college meetings, campus meetings and national/ international conferences
Organize modes of transportation for simple and complex travel. Following approval from the dean, secure all domestic and international travel arrangements. Submit the deans travel schedule to the provost office for approval prior to travel.
Office Administrative Responsibilities
Provide general reception which includes triaging phone calls from the Dean’s office line and answering questions for people that come into the office seeking help.
Creates, updates, revise, and retrieves files, records, and department contacts, which could include confidential information.
Submits F&S Work Orders on behalf of Dean’s office
Reserve space reservations for both the Dean’s conference room and use of college parking spaces.
Assist with the annual Campus Charitable Fund Drive unit serving as the college co-leader.
Manage the Dean’s office storage room and coordinate the order of supplies as necessary.
Responsible for inventory and track spending for new employee welcome bags. This includes the ordering of more inventory/supplies as needed.
Book rooms and reserve spaces within the Gies facilities using the EMS system.
Under Administrative direction of the Faculty Affairs Manager, provide administrative support for campus and system-based compliance requirements including annual ethics training, annual sexual misconduct training, ANCRA training, and report of Non-University Activities. Monitor reports to ensure timely completion in adherence to campus policies and deadlines.
Assists in providing support as needed for college accreditation process.
Serve as backup to manage Exec Assoc Dean’s calendar
Under the direction of the Faculty Affairs Manager, serves as admin support for staff activities, faculty meetings, annual year end party, and other College-Wide events in collaboration with Gies Marketing & Communications
Other duties as assigned.
Perform other administrative-related duties as assigned
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.
Knowledge, Skills And Abilities
Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information. o Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others and maintaining them over time.
Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.
Oral Expression - The ability to communicate information and ideas verbally so others will understand.
Written Expression - The ability to communicate information and ideas in writing so others will understand.
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 search close date. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. The budgeted salary range for this position is $55,000-$65,000. Please note: This position is also posted as an Administrative Aide classification. A single hire will be made. 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 October 29, 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 tethomp@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 : 1032919 Job Category : Administrative Support Apply at:
https://jobs.illinois.edu
Seniority level
Seniority level Entry level
Employment type
Employment type Contract
Job function
Job function Administrative
Industries Higher Education
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Office Administrator - Gies College of Business Office of the Dean
role at
University of Illinois Urbana-Champaign
Office Administrator - Gies College of Business Office of the Dean 2 days ago Be among the first 25 applicants
Join to apply for the
Office Administrator - Gies College of Business Office of the Dean
role at
University of Illinois Urbana-Champaign
Gies College of Business Office of the Dean Gies Business is a collegial workplace comprised of faculty members with a variety of research and scholarship interests. While our academic rigor and experienced faculty are among the best in the world, Gies is also a place where there’s room for all to succeed and thrive. We embrace differences. We recognize that our community is stronger when we’re challenged to think differently. We believe all learners, faculty, and staff within the Gies community should be seen, heard, and valued. As a vital member of the Dean’s Office staff, this position manages and coordinates a variety of activities and provides essential administrative support, ensuring high-quality customer service. This role handles sensitive and confidential personnel information daily. The successful candidate will participate in a comprehensive onboarding strategy led by professionals have that have performed this type of work before. For more information about Gies Business, visit https://inside.giesbusiness.illinois.edu/work-at-gies
Job Summary
This position works under the administrative direction of the Faculty Affairs Manager. This role assists in providing support to the Dean of Gies College of Business. This role assists with organizing the work of the office, performs administrative responsibilities and coordinates the activities of the Dean and This position interacts with university and departmental leadership and staff.
Duties & Responsibilities
Administrative support to the Dean
Under the direction of the Faculty Affairs Manager provide administrative support to the Dean to coordinate and facilitate administrative functions and ensure daily operational needs are met
Under the direction of the Faculty Affairs Manager, responsible for requests for appointments for the dean being mindful of other commitments, exercise judgement and initiative in determining priorities and utilization of time. This includes the ability to establish, change, or cancel appointments as necessary to meet an ever-changing schedule and to use discretion to recommend meetings with other college admins
Under administrative direction of the Faculty Affairs Manager schedule committee meetings in the college and across campus to support the dean’s initiatives
Under Administrative direction of the Faculty Affairs Manager keep the dean informed of upcoming events, deadlines associated with the college and the campus (Gies Giving Day, homecoming, Foundation Weekend etc.); schedule meetings, travel and coordinate reimbursements
Under Administrative direction prepare necessary registration, materials and files for the college meetings, campus meetings and national/ international conferences
Organize modes of transportation for simple and complex travel. Following approval from the dean, secure all domestic and international travel arrangements. Submit the deans travel schedule to the provost office for approval prior to travel.
Office Administrative Responsibilities
Provide general reception which includes triaging phone calls from the Dean’s office line and answering questions for people that come into the office seeking help.
Creates, updates, revise, and retrieves files, records, and department contacts, which could include confidential information.
Submits F&S Work Orders on behalf of Dean’s office
Reserve space reservations for both the Dean’s conference room and use of college parking spaces.
Assist with the annual Campus Charitable Fund Drive unit serving as the college co-leader.
Manage the Dean’s office storage room and coordinate the order of supplies as necessary.
Responsible for inventory and track spending for new employee welcome bags. This includes the ordering of more inventory/supplies as needed.
Book rooms and reserve spaces within the Gies facilities using the EMS system.
Under Administrative direction of the Faculty Affairs Manager, provide administrative support for campus and system-based compliance requirements including annual ethics training, annual sexual misconduct training, ANCRA training, and report of Non-University Activities. Monitor reports to ensure timely completion in adherence to campus policies and deadlines.
Assists in providing support as needed for college accreditation process.
Serve as backup to manage Exec Assoc Dean’s calendar
Under the direction of the Faculty Affairs Manager, serves as admin support for staff activities, faculty meetings, annual year end party, and other College-Wide events in collaboration with Gies Marketing & Communications
Other duties as assigned.
Perform other administrative-related duties as assigned
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.
Knowledge, Skills And Abilities
Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information. o Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others and maintaining them over time.
Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.
Oral Expression - The ability to communicate information and ideas verbally so others will understand.
Written Expression - The ability to communicate information and ideas in writing so others will understand.
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 search close date. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. The budgeted salary range for this position is $55,000-$65,000. Please note: This position is also posted as an Administrative Aide classification. A single hire will be made. 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 October 29, 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 tethomp@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 : 1032919 Job Category : Administrative Support Apply at:
https://jobs.illinois.edu
Seniority level
Seniority level Entry level
Employment type
Employment type Contract
Job function
Job function Administrative
Industries Higher Education
Referrals increase your chances of interviewing at University of Illinois Urbana-Champaign by 2x
Get notified about new Office Administrator jobs in
Urbana, IL .
Office Administrator Carle Illinois College of Medicine Urbana, IL $53,000.00-$58,000.00 1 week ago
Champaign, IL $4,128.00-$4,128.00 6 days ago
Urbana, IL $55,000.00-$58,000.00 4 days ago
Executive Assistant to CEO and Human Resources Coordinator Urbana, IL $42,564.60-$52,690.20 1 week ago
Administrative Aide - Gies College of Business Office of the Dean Urbana, IL $60,000.00-$65,000.00 2 days ago
Champaign, IL $4,128.00-$5,450.00 1 week ago
Urbana- Administrative Assistant & Back-Up Plumbing Showroom Sales Assistant Manager for the AAA Permits Office - ASM; Open until filled Champaign, IL $61,000.00-$82,000.00 3 days ago
Coordinator of First-Year Application Processing - Office of Undergraduate Admissions Urbana, IL $55,000.00-$59,750.00 1 week ago
Coordinator of Transfer Processing - Office of Undergraduate Admissions Urbana, IL $55,000.00-$59,750.00 11 hours ago
Business Specialist, Office of the Dean Gies Financial Management Partners Urbana, IL $55,000.00-$65,000.00 1 week ago
Part Time Sales Business Development Representative / Receptionist Champaign, IL $50,000.00-$125,000.00 6 days ago
We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.
#J-18808-Ljbffr