"Administrative Aide - Psychology"

Administrative Aide - Psychology

College of Liberal Arts & Sciences

University of Illinois Urbana-Champaign

The Psychology department is searching for an Administrative Aide to provide high-level administrative support to the Department Head, requiring in-depth knowledge of departmental operations, university policies, and LAS procedures. The role involves managing sensitive information and engaging in confidential interactions with members of the departmental leadership team.

Duties & Responsibilities

Administration

• Coordinates travel and logistical arrangements for the Department Head, faculty, visitors, and candidates, including scheduling, hotel and transportation reservations, and processing reimbursements.
• Assists in planning and leads coordination of special projects and events, such as colloquia and faculty retreats, including travel and hotel arrangements, scheduling, equipment setup, and reimbursement processing. Transcribes and analyzes discussion notes from these events.
• Coordinates the Campus Charitable Fund Drive for the Department of Psychology, shares information from campus with department and answers questions as needed.
• Provides administrative support for the Psychology Alumni Board, including meeting coordination, board elections, and preparation of materials for departmental presentations and activities.
• Provides administrative support to the Assistant Heads, including preparing reports, managing schedules, and handling correspondence.
• Serves as the department's emergency broadcaster for FireFinder equipment and as a member of the Building Emergency Action Plan (BEAP) Committee
• Reviews and approves Faculty Travel Request forms, verifying course coverage and funding availability.
• Chairs the Staff Development Committee and coordinates staff meetings and activities, including department community building events.
• Monitors departmental responsibilities and deadlines and ensures the Department Head and faculty are
• Oversees the Psychology Awards Ceremony during Commencement Weekend, including planning and coordination of the ceremony, invitations, programs, certificates, and thank-you notes.
• Prepares confidential materials for the Department Head and faculty, and manages departmental records (some confidential), including institutional documents, historical files, and faculty personnel records.
• Departmental liaison with other campus units (i.e. College of Liberal Arts and Sciences, Office of the Chancellor, Office of the Provost), between the Department Head and the faculty, and between departmental groups (e.g., committees) to gather information on policies and procedures as needed.
• Coordinates Departmental, and Faculty Senate elections, including faculty eligibility review, ballot preparation, result reporting, and departmental notification.
• Resolves administrative issues brought to attention by faculty and staff and determining the appropriate course of action.
• Ability to perform duties of a Notary

Department Head Assistance

• Advises the Department Head on organizational and administrative matters and recommends improvements to departmental policies and operational procedures, including interpretation and implementation of university guidelines.
• Manages the Department Head's schedule by prioritizing meetings and appointments, communicating upcoming deadlines, and coordinating with meeting participants.
• Drafts and finalizes high-level communications and reports for the Department Head and faculty, requiring knowledge of departmental policies and administration. Reviews and edits documents for accuracy, clarity, and formatting.
• Assists the Department Head with analyses of enrollment, instructional units, program reviews, and preparation of key reports and documents.
• Manages incoming communications for the Department Head, including calls, mail, and email as well as incoming communications for the department, including email and mail; responds to inquiries or routes them appropriately, escalating to leadership when necessary and responding independently within established authority.

Faculty Affairs

• Supports tenure system faculty searches which includes advertising, travel and hotel arrangements, and complex scheduling for meetings both within and outside the department. Works with the department HR staff and LAS Talent Acquisition team on policy and procedure questions.
• Reviews faculty sabbatical leave applications for accuracy and completeness.
• Coordinates the preparation, review, editing, and submission of promotion and tenure documents.
• Coordinates the faculty annual review process and facilitating review procedures for the Department Advisory Committee and Department Head.
• Liaise with LAS work authorization specialist on visa paperwork.

Required Qualifications

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

Successful candidates will have:

• Excellent organizational skills and the capability to prioritize.
• Extensive working knowledge of department, college and university policies and procedures with which a large academic unit is involved. Familiarity and knowledge of a wide variety of campus units.
• Knowledge of Campus Administrative Manual and Provost's Communications.
• Excellent computer skills and ability to use computers and computer systems to set up functions, enter data, or process information. Includes calendar/scheduling, database, word processing, spreadsheet software, and some accounting.
• Ability to gather information from many sources.
• Excellent communication skills.
• Commitment to creating an inclusive environment.
• Excellent public relations skills.
• Ability to handle information of a confidential nature.
• Ability to exercise considerable tact and diplomacy when dealing with students, staff, faculty, campus contacts, and persons from outside agencies, institutions, and the private sector.

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible after deadline date. The budgeted salary range for this position is $55,000 - $67,000. The pay offered to the selected candidate will be determined based on factors including (but not limited to) the experience and qualifications of the selected candidate including equivalent years in rank, training, and field or discipline; internal equity; and external market pay for comparable jobs. Work for this position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy-https://cam.illinois.edu/policies/hr-87-2/. Work sponsorship is unavailable for this position.

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 August 20, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. 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 Jane Jukes, j-jukes@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

For assistance with resume creation and mock interviews, please follow this link for University of Illinois Human Resources workshops: https://illinois.csod.com/ux/ats/careersite/1/home/requisition/1595?c=illinois