Administrative Aide - School of Molecular and Cellular Biology Operations (104868)

Job description

Administrative Aide

School of Molecular and Cellular Biology

Instructional Program Office

University of Illinois at Urbana-Champaign

Under the general supervision of the Assistant Director of Undergraduate Instruction for the School of Molecular and Cellular Biology, the administrative aide will provide support for the Instructional Program Office.


1. Provide confidential support to the Coordinators of Undergraduate Instruction, Assistant Director for Undergraduate Instruction and the Associate Director of Undergraduate Instruction on administrative and organizational matters.

2. Works in collaboration with fiscal management of the Instructional Program budget by making necessary account recommendations, resolving account discrepancies, reviewing vouchers, preparing and monitoring financial statements, and making certain funding levels are maintained, along with managing account files.
3. Determine needs and handle routine inquiries, requests, or problems, provide factual information regarding unit regulations and procedures; redirect to the appropriate person when necessary, all within a controlled and confidential manner.

4. Assist in planning various aspects of special projects and essential programs.

5. Manage the hiring of teaching assistants for SMCB courses each semester by maintaining TA documents and files, including hiring, TA course assignment and good academic standing and visa status.

6. Complete final copy of communication and documents; draft, develop and distribute communication as directed. Oversee print media orders by working with both campus and non-campus printing facilities.

7. Manage student workers along with assisting the undergraduate and graduate students, student hourly staff and academic hourly staff with questions and problems.

8. Correspond with departments and offices to gather or report information regarding budgets, accounts, teaching assistants and other management issues. Coordinate and schedule meetings; invite and notify participants; maintain calendars.

9. Prepare and submit expense reimbursement through TEM system; proxy when necessary

10. Oversee the collection and submission of bi-weekly timesheets and leave reports, and mandatory training.

11. Manage study abroad database by monitoring and making certain academic eligibility is met by all interested applicants; this includes MCB core courses, GPA 3.00+, visa status.

12. Ensure all office equipment is ready for use daily and keeping database for routine maintenance, and order supplies as needed.
13. Other duties as assigned.



1. High school graduation or equivalent

2. Any one or any combination totaling five (5) years (60 months) from the following categories:

(a) 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)

(b) progressively more responsible general or specialized office experience which included aspects of supervising staff or job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

The successful candidate will have the ability to multi-task in a fast-paced environment, while maintaining a welcoming and personable demeanor. Must be able to perform administrative tasks at a high level. Must have the ability to make sound judgment calls, work independently and learn quickly. Ability to develop constructive and cooperative relationships with others is critical. Good oral and written communication skills are essential, as this position requires personal interaction with students, parents, advisors and faculty. Applicant should have the ability to easily maneuver university web sites. Good computer skills and proficiency with MS Office, especially Word and Excel, and an ability to work with databases is imperative. Preferred qualities include: A Bachelor's degree; 3-5 years in a university setting; knowledge of BANNER and TEM in addition to knowledge of University, College and School policies and procedures.

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 deadline. Salary is commensurate with experience.


To apply for this position, please create a candidate profile at and upload your cover letter, resume (months and years of employment must be included), and academic credentials (transcripts or diploma) by November 16, 2018. An online application will require names and contact information including email addresses for three references. In order to be considered as a transfer candidate, you must apply for the position. Applications not submitted through this website will not be considered. For further information regarding application procedures, you may contact Delynn Carter via e-mail [email protected]

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.

The University of Illinois is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply. For more information, visit To learn more about the University's commitment to diversity, please visit

College Name or Administrative Unit: LAS
Category: 2-Administrative
Title: Administrative Aide - School of Molecular and Cellular Biology Operations (104868)
Open Date: 11/02/2018
Close Date: 11/16/2018
Organization Name: MCB Operations





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Job No:
Posted: 11/3/2018
Application Due: 11/17/2018
Work Type: