Administrative Aide - Department of Aerospace Engineering (105019)

Job description

Administrative Aide

Department of Aerospace Engineering

College of Engineering

University of Illinois at Urbana-Champaign

Within the Department of Aerospace Engineering, the incumbent will provide administrative support serving as the main department office contact and main support staff person for the Department Head, and provide services to faculty, staff, and students with emphasis on department procedures, practices, and policies.


Department Head Assistant:

  • Budgets the time of the Department Head, manages his/her calendar, schedules his/her appointments, sets up meetings with faculty, staff, and visitors. Assists with calendars of both Associate Heads and other faculty as needed.
  • Serves as a liaison between the Department Head, internal staff, and external units and outside agencies. Screens appointment requests and telephone calls to determine appropriate person to handle information requests and other inquiries that do not necessarily require the attention of the Department Head.
  • Arranges all travel for the Department Head, including processing reimbursements through TEM.

Departmental Duties:
  • Coordinates the faculty search processes including making travel arrangements, creating agendas, scheduling and organizing seminars, etc.
  • Coordinates the Promotion and Tenure and Sabbatical Leave processes for the Department. This includes but is not limited to making certain that Department, College, and University deadlines are met, guidelines are followed, and all necessary paperwork is submitted.
  • Supervises office support staff. Plans, organizes, assigns and reviews the work of the Extra Help employees and student workers. Participates in training and evaluation. Extra Help employees may be hired during the peak period of processing application requests. Students are employed year round.
  • Organizes and oversees the processes of the Faculty Senate and Department Advisory Committee elections for the department.
  • Assists faculty, graduate students, staff and Department Head with clerical needs including: keyboarding and scanning confidential and/or technical information, reviewing and editing documents, photocopying class materials, mailings, processing information into various databases and scheduling departmental meetings
  • Responsible for copier billing, calling in for repairs, assisting faculty and students with copying and maintenance of the copiers. Resolves problems for faculty and students with office equipment such as copiers, typewriters, printers, and fax machine.
  • Updates and maintains the department Faculty Biographical Data Information annually into an online system used by the College of Engineering.
  • Organizes and implements the Campus Charitable Fund Drive (CCFD) annually for the department.
  • Using knowledge of University and College policies and procedures provides verbal communication and composes written responses to inquiries some of which may be sensitive or confidential.
  • Establishes and maintains the department's confidential records and files, which includes all personnel files, graduate applications and files, faculty searches, and promotion and tenure files.

Space Coordination
  • Coordinates the schedules of the departmental conference rooms and equipment that are used for meetings, seminars, workshops, and classes.
  • Coordinates office space assignments for the department each semester and as needed. Provides information and makes suggestions for use of departmental space.

  • Maintains inventory and ordering of office supplies. Provides support for the faculty, staff and students with requests for supplies.
  • Maintains departmental key updates and inventory. Distributes keys and updates departmental database using Microsoft Access.

Perform other related duties as assigned.

  • High school graduation or equivalent
  • 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

  • Knowledge of various campus and college units, their locations and functions.
  • Ability to independently organize and prioritize daily duties for efficient office management.
  • Ability to discern the importance of requests involving time commitments for the Department Head.
  • Ability to apply independent judgment in the organization and coordination of daily office tasks.
  • Ability to exercise discretion in handling sensitive and confidential information.
  • Ability to adapt to new responsibilities as the department head accepts new responsibilities.

Successful candidates will have:
  • Knowledge and experience of advanced office management and procedures, utilizing a computer and other office equipment.
  • Familiarity with, and ability to interpret guidelines, policies, and procedures of the administrative offices of the College of Engineering and the University.
  • Disposition to deal in a professional and understanding manner with people of various backgrounds, including faculty, staff, students, campus administrators, foreign visitors, business leaders, campus administrative personnel, department heads, academic and nonacademic persons, salesmen, representatives of government agencies, and members of the public.

Environmental Demands:
  • Work is performed in a modern office setting with extreme time constraints, numerous interruptions, and diverse personality types.
  • This position must operate flexibly in handling numerous tasks, many of them complex, with many interruptions. This office is the center of much activity and many unscheduled visits occur throughout a "normal" day. Phones are answered, appointments scheduled, visitors are attended to, and information is researched while decisions are waiting to be made. All of this is accomplished with attention to style, hospitality, and sometimes confidentiality.

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 November 26, 2018. 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 26, 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 Leslie Lewin Reinhart ([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: Engineering
Category: 2-Administrative
Title: Administrative Aide - Department of Aerospace Engineering (105019)
Open Date: 11/07/2018
Close Date: 11/26/2018
Organization Name: Aerospace Engineering





Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 11/9/2018
Application Due: 11/28/2018
Work Type: