Administrative Aide - Engineering Administration (140968)

Job description


Administrative Aide
Engineering Administration
University of Illinois at Urbana-Champaign

This position provides administrative and clerical support to the Office of the Associate Dean for Undergraduate Programs in The Grainger College of Engineering. It organizes the work of the office, manages the support staff, and coordinates the activities of the Associate Dean and their staff. It involves working with student groups.

The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status. For more information, visit


  • Organizes the work of the Office of the Associate Dean for Undergraduate Programs in The Grainger College of Engineering:
  • Coordinates administrative staff members who provide support for the associate dean, assistant deans, and other staff as requested. Determines distribution of duties and special project assignments among the administrative staff taking into consideration existing workloads, interests, and capabilities of the available staff.
  • Manages the Associate Dean's calendar, screens communications, and organizes into the future the work of the Associate Dean. Keeps abreast of current issues to support the Associate Dean knowledgeably and composes correspondence for the Associate Dean's signature, a responsibility that requires in-depth knowledge of the issues.
  • Works with Facilities to coordinate infrastructure needs of the unit, including submitting service calls to F&S for the unit, providing key card access to building rooms, and scheduling conference rooms.
  • Facilitates the hiring and on-boarding process of student workers as well as training and development.
  • Provides general support for the unit, such as special projects and events as well as support for Assistant Deans as needed.
  • Provides support and serve as a liaison for student groups and organizations within The Grainger College of Engineering:
  • Coordinates the logistics for the Engineering Council student-run events such as Engineering Open House. This includes interfacing between student leaders on Engineering Council, faculty advisors, the college’s facilities team, and vendors.
  • Assists with Student/Alumni College Awards. This includes coordinating the nomination and selection process of the awardees with the College Awards committee, arranging interviews with finalists for awards and working with Engineering Council and Knights of St. Patrick on the selection of student award recipients, and working with the College Marketing and Communications and Advancement groups on preparing the program for the ceremony.
  • Works with Facilities to coordinate space needs of student organizations’ allocated space on the first floor of Engineering Hall, including submitting service calls to F&S for the unit and providing key card access to building rooms.
  • Provides administrative oversight of the Grainger Student Portal online platform.
  • Provides administrative support for The Grainger College of Engineering Design Council and UPO controlled competition spaces such as Engineering Student Project Lab, SDL, SDL annex. This includes scheduling of meetings, distribution of announcements and other information, keeping track of matching funds, and working with the Engineering Shared Business office to distribute College of Engineering Design Council awarded funds to RSOs.
  • Provides support for budget and expense management to the Associate Dean
  • Coordinate procurement for the unit processing vendor forms, service agreements, requisitions, direct pay via TEM, and credit card purchasing. This involves the creation of purchase orders, assisting with making travel arrangements, and reconciling purchasing and travel charges for the unit. This also includes purchasing through iBuy for applicable items.
  • Authorizes expenditures for the office and provides general budget oversight.
  • 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:
  • 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


    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 March 4, 2021. Salary is commensurate with experience.


    Applications must be received by March 4, 2021. Apply for this position using the “Apply for Position” button below. If you have not applied before, you must create your candidate profile at If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:

    Step 1) Submit the Staff Vacancy Application.

    Step 2) Submit the Voluntary Self-Identification of Disability forms.

    Step 3) Upload your cover letter, resume (months and years of employment must be included), and academic credentials (unofficial transcripts or diploma may be acceptable) and names/contact information for three references.

    In order to be considered as a transfer candidate, you must apply for this position using the “Apply for Position” button below. Applications not submitted through this website will not be considered. For further information about this specific position, contact Thurman Etchison, 217-300-2193, [email protected]. For questions about the application process, please contact 217-244-2137.

    The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.

    As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility. The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

    College Name or Administrative Unit:Engineering Category:2-Administrative Title:Administrative Aide - Engineering Administration (140968) Open Date:02/19/2021 Close Date:03/04/2021 Organization Name:Engineering Administration




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    Job No:
    Posted: 2/21/2021
    Application Due: 3/4/2021
    Work Type: Full Time