Office Administrator – Facilities & Services

Office Administrator – Facilities & Services
Job Summary

This position provides comprehensive administrative and operational support to designated members of the Associate Vice Chancellor’s office, serving as a key contributor to office effectiveness and continuity. This role supports growth and development opportunities while functioning as support and back-up for the Administrative Assistant. This role requires discretion, organization, and proactive problem-solving, while consistently supporting and upholding the Purpose, Values, and Guiding Principles of Facilities & Services (F&S).
Duties & Responsibilities

• Administrative Leadership & Operations Management
  * Lead / co-lead EMT support classes, which are developmental trainings offered for office support classifications at F&S.
  * Directs and coordinates administrative support functions for F&S and Utilities & Energy Services with full accountability for results.
  * Establishes and maintains policies and procedures for F&S, and Utilities & Energy Services.
  * Manage leave request process of those supervised by the Director of UES and AVC while reconciliating calendars as needed.
  * Advise EMT on administrative support functions, policies and procedures.
  * Represent Utilities & Energy Services / EMT at various meetings
• Executive Support & Scheduling Coordination
  * Establishes, manages, and revises calendars for Director of Utilities & Energy Services, and other members of F&S’ Executive Management Team (EMT), ensuring leadership is informed of upcoming commitments and priorities. Meeting coordination includes critical campus stakeholders, including the Chancellor’s Office, the Provost’s Office, the University of Illinois System Office, leading up to presentations at the Board of Trustees.
  * Coordinates meetings, travel, and overall scheduling organization.
  * Attends meetings, records notes, and ensures follow-up and effective information sharing.
  * Serves as a liaison and resource to internal and external stakeholders.
• Communication & Customer Service
  * With comprehensive knowledge of F&S’ scope and role within the University of Illinois System, communicate with customers and stakeholders.
  * Serves as the primary point of contact greets visitors, answers and directs calls, and relays messages.
  * Manages incoming communications, including reviewing, prioritizing, and responding to mail and inquiries.
  * Interprets and explains policies and procedures to internal and external stakeholders.
  * Oversees internal mail distribution and mailroom operations.
• Supports the Administrative Assistant in the Associate Vice Chancellor’s office and serves as back-up when the Administrative Assistant is unavailable.
• Records & Information Management
  * Establishes and maintains confidential records and files for designated unit staff.
• Inventory Management
  * Establishes and maintains inventory records and conducts periodic checks for control purposes.
• Fiscal / Annual Processing Support – Governs Committee Charge Letters from initiation through disbursement up to various campus leadership offices. – Performs additional related responsibilities as needed.

Physical Demands and Working Conditions

Office Environment
Minimum Qualifications

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.
Knowledge, Skills and Abilities

• Competencies, Knowledge, Skills, and Abilities:
• Organizational skills, initiative, discretion, and tact; absolute confidentiality of information. Requires maturity, sound judgment, and the ability to multi-task and handle complex and diverse issues. Skill in dealing with a wide variety of personalities.
• Administrative & Technical Knowledge – Knowledge of administrative procedures, office systems, recordkeeping, and standard office technology, including computer systems, software applications, and data processing.
• Customer Service & Stakeholder Support – Knowledge of customer service principles, including assessing needs, ensuring service quality, and evaluating satisfaction.
• Communication Skills – Ability to communicate effectively, including knowledge of English language, grammar, and composition, and to clearly convey information to wide range of individuals with varying levels of familiarity with Facilities & Services processes and procedures
• Critical Thinking & Problem-Solving – Ability to analyze information, apply rules and logic to solve problems, evaluate options, and make sound decisions based on costs and benefits.
• Analytical & Reasoning Abilities – Ability to interpret written materials, synthesize information, identify patterns, and draw meaningful conclusions from complex or unrelated data.
• Mathematical & Technical Application – Ability to apply basic mathematical concepts.
• Organization & Resource Management – Skill in managing materials, resources, records, and workflows efficiently, including maintaining order and accuracy in processes and systems.
• Leadership & Guidance – Ability to provide guidance, direction, and support to others; contributes to effective team coordination and performance.
• Time Management & Attention to Detail – Ability to prioritize tasks, meet deadlines, and produce accurate, high-quality work with strong attention to detail.
• Adaptability & Continuous Learning – Demonstrates flexibility in changing environments, quickly learns new processes, and remains open to feedback and ongoing improvement.
• Initiative & Self-Motivation – Takes proactive action, works independently, and requires minimal supervision.
• Teamwork & Collaboration – Works effectively with others, contributes positively to team goals, and fosters cooperative working relationships.
• Reliability & Accountability – Demonstrates dependability, follows through on commitments, and takes responsibility for outcomes.
• Professionalism & Positive Attitude – Maintains a professional demeanor, demonstrating resilience, energy, and a constructive approach to work and challenges.

Appointment Information

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 8/3/2026. The budgeted salary range for the position is $51,000 to $60,000. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. This position is not eligible for any type of sponsorship for work authorization.

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

Applications must be received by 6:00 pm (Central Time) on 7/21/2026. 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 Bryan FIjalkovich via fijalkov@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.

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: 1036193
Job Category: Administrative Support
Apply at:https://jobs.illinois.edu

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