Office Administrator, School of Labor & Employment Relations

Duties and Responsibilities

Business Operations:

* Provides administrative
support for LER faculty, staff, and affiliated units with routine purchasing,
payment, travel, and business transactions, ensuring compliance with University
policies and procedures.
* Processes purchases and payments through
iBuy, Banner, University purchasing cards, and other approved methods,
including IT supplies and equipment; maintains required documentation and
reconciles transactions in Emburse.
* Coordinates travel
arrangements and related documentation for LER faculty, staff, and the Director
of Development and Alumni Relations, including transportation, lodging, cash
advances, reimbursements, and expense reconciliation.
* Prepares quarterly travel reports for the
School and the Office of the Vice Chancellor for Institutional Advancement for
reimbursement of applicable travel expenses.
* Maintains records and reconcile monthly
transactions for ICR and gift funds.
* Assists with vendor setup, special payment
forms, donor and gift processing, and maintenance of related records and
documentation.
* Provides administrative support for
development and alumni activities, including campus visits, cultivation
activities, sponsorships, student fellowships, and related reports.
* Serves as a resource to faculty and staff on
University and LER purchasing, travel, and business procedures; communicates
policy updates and assists with implementation.
* Assists with business transactions and
administrative needs for affiliated LER units, including the Climate Jobs
Institute, Labor Education Program, and Project for Middle Class Renewal, as
needed.
* Assists with
maintaining efficient and consistent business processes and office procedures
within LER.

LER Career Services:

* Responds independently to
questions and resolves problems for students and companies regarding recruiting
schedules, procedures, and protocols. Serves as the primary administrative
liaison to corporate recruiters, including Fortune 500 companies, that recruit
LER students.
* Answers telephone calls and reviews emails
for the Senior Associate Dean, External Relations & Operations, requesting
or providing recruiting information and responding to routine inquiries as
appropriate.
* Receives and processes incoming mail for
recruiting and responds to items as appropriate.
* Exercises independent judgment and
discretion when responding to questions requiring knowledge of Career Services
policies and procedures, University policies, and current practices.
* Manages, develops, and reviews materials and
logistics for all recruiting events, including publicizing events, securing
audio/visual equipment, making catering arrangements in accordance with
University policies and procedures, ensuring purchase orders are in place as
appropriate, assigning recruiting rooms, and identifying locations for
information sessions.
* Develops and maintains effective working
relationships with vendors and recruiters to facilitate successful recruiting
activities. Serves as a resource to corporate recruiters before and during
campus visits to ensure the smooth operation of recruiting and interview
schedules.
* Tracks revenue and expenses associated with
recruiting and monitors controllable costs. Prepares detailed reports regarding
the financial position of LER funds for the Senior Associate Dean and LER
Senior Budget Director. Invoices recruiters, collects fees, and makes deposits
in accordance with University cash-handling policies.
* Conducts research using a variety of
resources to identify prospective companies to recruit LER students. Initiates
outreach to prospective companies regarding on-campus recruiting opportunities.
* Manages the electronic on-campus recruiting
calendar, including corporate visits, recruiting events, and interview sign-up
activities.
* Maintains an extensive database of scholar
information which includes updating plaques and name plates.
* Represents the LER Career Services Office at
the quarterly Handshake user meeting. Serves as a point of contact for
recruiters and students using Handshake, explains policies and procedures to
approximately 175 students and resolves system-related issues.
* Supervises graduate hourly employees hired
to assist with recruiting activities, including scheduling, training,
evaluation, and review of timesheets for accuracy.
* Accompanies
the Senior Associate Dean to key recruiting events and meetings.

LER Development and Alumni Relations:

Stewardship and Donor
Relations:
Performs online research to identify and
enhance information on prospective donors, alumni, and corporate partners;
maintains and updates constituent information in TED.
Manages gift acknowledgment and
stewardship activities, including reviewing gift information, running weekly
reports, preparing and distributing personalized thank-you letters and
stewardship materials, and tracking stewardship interactions in TED.
Assists with gift processing, including
preparing gift transmittals, maintaining required documentation, and
maintaining an annual record of gifts received by the School for reporting and
annual report purposes.
Prepares and distributes stewardship and
fundraising reports, including weekly gift reports, development performance and
pipeline reports, and other reports as requested.
Coordinates the annual donor
acknowledgment process for scholarship and award recipients, including updating
scholarship records and spreadsheets and ensuring appropriate acknowledgments
are completed.
Coordinates donor and alumni
communications and mailings, including birthday cards, thank-you packages for
benefactors of awards and scholarships, and other development and alumni
relations communications throughout the year.
Coordinates the LER Student Thank-a-thon,
including preparing materials and supporting the annual fall student calling
event.
Provides
administrative and logistical support to the Director of Development and Alumni
Relations and Communications and Events Specialist in planning and implementing
alumni events and School activities involving LER alumni,
including activities coordinated with the University of Illinois Alumni
Association or University of Illinois Foundation.
Provides logistical support for
development and alumni events and scholarship activities, including preparing
nametags, arranging decorations, coordinating alumni materials and swag,
managing RSVP lists, tracking attendance in TED, and coordinating with Trophy
Time to update scholarship plaques.

Primary Support to the
Director, Development & Alumni Relations:
Serves as the primary administrative
support to the Director of Development and Alumni Relations, including managing
the Director's calendar, scheduling appointments and meetings, answering
telephone calls, monitoring correspondence, and independently responding to
routine inquiries from alumni, corporate representatives, donors, and
University offices.
Serves as an initial point of contact and
liaison between the Director of Development and Alumni Relations and internal
and external constituents, exercising independent judgment in responding to
inquiries and determining appropriate follow-up.
Monitors incoming mail and email related
to the Director's activities and independently responds to or directs routine
matters as appropriate.
Composes confidential correspondence,
memoranda, and other materials for the Director as directed.
Develops, recommends, and coordinates
administrative methods and procedures that support efficient and effective
development and alumni relations operations.
Coordinates special projects and
assignments that support the goals and objectives of the School's development
and alumni relations activities, including projects involving multiple phases
and internal and external stakeholders.
Serves as clerical and technical backup
for alumni activities and Alumni Board meetings and assists with Alumni
Board-sanctioned and sponsored initiatives.
Assists with special events and School
activities as needed.
Provides back-up administrative support
to other LER staff, including answering School phones, printing materials,
copying, scanning, preparing announcements, and assisting with internal and
external student and School activities and events.
Shares, on
a rotational basis, with other members of the support staff in the daily
distribution of U.S. and campus mail and provides back-up support for printer
and copier issues as needed.

Other Duties:

* Performs other
administrative and operational duties as assigned in support of the School's
activities and priorities.

Minimum Qualifications:

Per SUCSS class spec.:

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:

Bachelor's degree.
Event planning experience.
Excellent knowledge of
business English, excellent keyboarding skills and accurate spelling and
proofreading ability.
Ability to organize and
prioritize work assignments.
Ability to work under
pressure, attention to detail, and follow-through are necessary.
Experience with Word,
Webtools, Excel, TED, Handshake, Emburse, iBuy or any business system.
Ability to operate standard
office equipment.

Knowledge, Skills and Abilities:

Ability to recognize items
of a sensitive and confidential nature.
Ability to work with minimal
supervision and in a self-directed manner.
Knowledge of administrative
and administrative procedures and systems such as word processing, managing
files and records, and other office procedures and terminology.
Knowledge of principles and
processes for providing customer and personal services. This includes
customer needs assessment, meeting quality standards for services, and
evaluation of customer satisfaction.
Knowledge of the structure
and content of the English language including the meaning and spelling of
words, rules of composition, and grammar.
Knowledge of computers and
computer systems (including hardware and software) to enter data, or process
information.
Skill in communicating
effectively as appropriate for the needs of the audience.
Ability to understand
written sentences and paragraphs in work related documents.
Ability to apply general
rules to specific problems to produce answers that make sense.

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 10/5/2026. Salary range is $52,000.00 - $56,000.00.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Applications must be received by 6:00 pm (Central Time) on on Wednesday, September 16, 2026. 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 Nell Madigan (nellm@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 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: 1038105

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu