Office Administrator, Provosts Office

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About UIS:

Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://(Use the "Apply for this Job" box below). and learn more about the Provost's Office on the Academic Affairs website at https://-affairs

Final date to receive applications:

11/8/2026

Minimum Starting Salary:

$21.96 per hour/7.5 hour day

Summary:

The Provost's Office welcomes applications from persons who would find satisfaction in contributing to the University's academic mission through hands‑on administrative work, including supporting administrators, managing digital records, processing travel arrangements and reimbursements, supporting the Academic Integrity Council, carrying out special projects, creating and maintaining accessible web content, and working collaboratively with colleagues and university partners. This role is a strong fit for someone who is organized, detail‑oriented, comfortable safeguarding sensitive information, and eager to learn new tools and processes as needs and resources evolve.

This is an on-campus position.

Duties & Responsibilities:

• Record and Information Management – Serves as Records Liaison for the Provost’s Office: advises on RIMS retention/disposal requirements, communicates protocol updates, maintains tracking log, and manages record storage/disposal. Maintains complex, confidential records; digitizes documents and organizes Box files according to detailed protocols.
• Business Processes (including Travel, Purchasing, and Reimbursements) – Arranges for travel, lodging, and conference registrations; processes payments and reimbursements for assigned administrators and their teams. Assists with purchasing for Provost’s Office.
• Project/Initiative Management
  - Carries out special projects assigned by Provost's Office administrators.
• Executive Advisor support/backup – Drafts confidential correspondence/reports and proofreads documents. Researches internal/external sources (BANNER, unit databases, archived files) to locate information and produce specialized reports; compiles and formats materials for dissemination. Provides confidential backup support to the Provost in the absence of the Executive Advisor and backup coverage for the Faculty Files Office.
• Provides support to the Academic Integrity Council
  - Manages and safeguards confidential documents, coordinates hearing arrangements and participants.
• Adjunct Hiring and Accreditation Documentation – Responsible for organizing and maintaining adjunct faculty hiring request materials, Oral English Proficiency certification, and required training completion data for HLC accreditation documentation.
• Event and Meeting Planning – Coordinates meeting arrangements; organizes logistical details for faculty recognition and other Academic Affairs events.
• Web Content Management – Edits and reviews Academic Affairs internal and external websites to keep content current and aligned with institutional standards/best practices.

Minimum Qualifications:

• High school diploma or equivalent.
• Any one of the following from the categories below:
• Four (4) years (48 months) of work experience comparable to the third level of this series.
• Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills & Abilities:

• Ability to safeguard confidentiality of documents and information.
• Ability to communicate clearly and professionally with faculty, staff, students, and external constituents, both orally and in writing.
• Skill and experience using MS Office applications, including Word, Excel, PowerPoint, and Outlook…