Administrative Aide

Administrative Aide - Climate, Meteorology & Atmospheric Sciences University of Illinois at Urbana-Champaign Job Summary
Provide administrative support for the Department of Climate, Meteorology & Atmospheric Sciences (CliMAS) within the School of Earth, Society, and Environment (SESE) at the College of Liberal Arts and Sciences (LAS). This includes assisting with daily operations, managing administrative tasks, and ensuring smooth departmental coordination. Duties & Responsibilities
Assistance to the Department Head and Faculty
Maintains an overall awareness of activities for the Department Head, is the primary contact for the Department, including scheduling for the Department Head. Facilitates external communications for department faculty, staff, and students related to courses and curricula, space, events, fellowships, sponsorships, and alumni relations with entities on and off campus. Interprets Campus policies and procedures for the unit personnel. Represents the department at meetings on campus as necessary. Facilitates external communications for Department faculty, staff, and students related to courses and curricula, space, events, fellowships, sponsorships, and alumni relations with entities on and off campus. Organizes Departmental events, including special lectures, special seminars, conferences, and other departmental events. Assists the Department Head in allocating department resources such as space, internal funding, and reporting the results of allocations to faculty. Attends and takes minutes of regular faculty meetings. Manages and maintains information for the department in regards to gifts, scholarships, and awards from donors. Administratively assists departmental committees by setting up meetings, attending meetings when needed. Oversees and regulates the daily/weekly/monthly deadlines for the Unit. Assists the Department Head in annual review materials and salary increases for faculty, staff, and academic professionals. Organizes information on sabbaticals, promotion and tenure, and third-year reviews of faculty members. Assists Department Head with Promotion and Tenure data entry and interfacing with the College. Oversees and maintains all files for faculty, staff, assistantships, and academic professionals in the department. Coordinator of Graduate Student Affairs
Manages the departmental day-to-day functions for graduate programs. Serve as the Graduate College's main point of contact in the department. Interprets and enforces Graduate College policies and procedures. Manages the department's roles and access authorizations in the Graduate College's Roles and Access system. Schedules and processes paperwork for graduate student exams. Manages student awards and scholarships. Oversees fellowships and fellowship appointments for graduate students in the department. Serves as department approver of electronic student forms, petitions, and grade changes. Maintains student files and monitors student progress through the graduate program. Manages thesis review and deposit with the Graduate College. Manages the degree certification for the department. Enters all student overrides in BANNER for course registration for the department. Coordinates communication with departmental staff and faculty regarding deadlines, rates of pay for teaching assistants (TA), graduate research assistants, (GRA), and hourly appointments (as each unit has a different calculation for rates of pay) and serves as the first point of contact to help direct students to the correct resource (ISSS, Student Affairs, SESE HR Associate, etc.).
Office Management
Enters student employment information into the my.Atlas appointment system so that faculty may go in to assign account information and complete appointments and will work with faculty to add TA appointments when necessary. Training of any new clerical staff in the department Covers duties of the Office Administrator position in the event of absences, vacation, etc., which includes departmental-related matters regarding graduate admissions, seminars, supply orders, travel, etc. Serve, in coordination with other office staff, as primary contact for visitors to the department office providing basic information and directing them to faculty or other staff as appropriate. Supervise non-academic office staff. Responsible, in consultation with the head, for hiring office staff and making recommendations for improvement in the division of responsibilities among non-academic staff. Responsible for reviewing and approving payroll timesheets for department staff. Serve as department CLERY contact. Serve as unit security contact. Serve as Activity Reporting System (ARS) updater. Department contact for CITES and ATLAS regarding phone/computer lines and working with ATLAS to coordinate faculty computer purchases and repair. Ensure that campus and state training and reporting requirements are fulfilled by the department (eg. ANCRA, Ethics, Statement of Economic Interests, RNUA, and Title IX). Other duties as assigned to further the mission of the department.
Coordination of Departmental Instruction
Assigns meeting time and classroom space for the semester. Setup and maintains semester course schedules in Banner. Schedules review and exam session rooms for all instructors. Schedules final exams. Orders all textbooks for fall, spring, and summer courses. Serves as a Proctor in classes for exams and special needs, when needed. Other Duties as Assigned
Serves as escort for field trips and handles other business-related errands, which may include driving. Special projects and other additional duties as needed. Minimum Qualifications
High school graduation or equivalent Any one or any combination totaling five (5) years (60 months) from the following categories: college course work in business, finance, accounting or a related field:

60 semester hours or an Associate's degree equals one (1) year (12 months) 90 semester hours equals two (2) years (24 months) 120 semester hours or a Bachelor's degree equals three (3) years (36 months) Master's degree or higher equals four (4) years (48 months) progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles Preferred Qualifications
1 year of experience with university course scheduling
Knowledge, Skills and Abilities
Ability to communicate effectively with others. Excellent interpersonal skills and professional acumen. Ability to communicate effectively and professionally, build rapport, and establish effective working relationships with students, faculty, staff, and parents. Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion. Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines. Ability to remain calm and productive in a busy work environment with frequent interruptions. Ability to be self-motivated, prioritize tasks, multi-task, and exercise good judgment. Demonstrated effective attention to detail. Excellent time management skills. Ability to maintain confidentiality in all business matters. Knowledge of University and College requirements, procedures, rules, and regulations. Proficiency with Microsoft Word, Excel, and computer programs, and ability to learn new ones as needed. Knowledge of Banner, Chrome River, TEM, iBuy, Web Tools, My UI Financials, and inventory. Appointment Information This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. Salary is commensurate with experience. The budgeted range for the position is 44-54,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Sponsorship for work authorization is not available for this position. The employee hired into this position will be expected to work onsite on a full-time basis.


For more information on Civil Service classifications, please visit the SUCSS web site at
Application Procedures & Deadline Information Applications must be received by 6:00 pm (Central Time) on May 24, 2024 . To apply for this position, please create a candidate profile at and 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 experience.
In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through 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 . For questions regarding the application process, please contact .
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. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at , or by emailing .
Requisition ID : 1024472

Job Category : Administrative

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