Office Administrator, School of Labor & Employment Relations

Office Administrator, School of Labor & Employment Relations
School of Labor and Employment Relations

Job Summary
Provides administrative and office support for the School of Labor and Employment Relations, including Career Services, development and alumni relations, business operations, and School activities. Serves as a point of contact for students, faculty, staff, recruiters, alumni, University offices, and external constituents and exercises judgment in carrying out administrative functions.

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.

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 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.

Application Procedures & Deadline Information

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.

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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.

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Requisition ID: 1038105

Job Category: Administrative Support

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

Tagged as: Employment