Office Administrator - Nuclear, Plasma, and Radiological Engineering

Office Administrator - Nuclear, Plasma, and Radiological Engineering

Nuclear, Plasma, & Radiological Engineering
The Grainger College of Engineering
University of Illinois Urbana-Champaign

• Serve as a liaison between the Department Head and faculty, staff, students, campus units, external partners, and advisory bodies.
• S erve as the department point of contact to internal and external committees and offices, including Facilities and Services, Engineering Business Services Center, and Human Resources. This includes: scheduling meetings, preparing and distributing materials, documenting actions, and providing factual information regarding unit policies and procedures. Communicate with the Department Head and attend meetings to maintain an overall awareness of organizational activities and to keep informed of Departmental, Grainger College of Engineering, and university policies, advising the Department Head appropriately.
• Prepare, draft, and coordinate correspondence, reports, and materials for the Department Head, exercising confidentiality and discretion; redirect inquiries as appropriate.
• Communicates with faculty, staff, other departments, campus, and outside entities regarding the scheduling of meetings for the Department Head as needed, including maintaining the calendar for the Head; advises Department Head of impending meetings and deadlines; screens and schedules appointments to include reserving rooms.

• Supervise, oversee duties, train, provide direction, or delegate tasks to office staff, including assigning work, leave management, and performance management. Departmental onboarding of student hourly employees for review of applicable internal processes.
• Prepares promotion and tenure documents, which includes collection and formatting of materials, scheduling committee meetings, and assistance with recruiting outside letter writers.
• Serves as the administrative lead for the departmental faculty search process, including corresponding with recruited faculty candidates (and search committee members) as needed to set interview schedules and make all travel arrangements for candidates, obtain and verify application information, obtain proper documents for reimbursement purposes, and provide candidates with their application status. Serve as the liaison to Engineering Human Resources Shared Services in this capacity.
• Serve as the administrative support for faculty meetings, committees, and voting processes, including scheduling, preparation of materials, documentation, and recordkeeping.
• Support and facilitate departmental events: NPRE and American Nuclear Society awards banquet, workshops, summer camps, recruitment events, NPRE career fairs, etc. Arrange meetings with faculty and students to set up tours, lab tours and demonstrations, lunches, etc. This includes overseeing and delegating to other administrative staff for assistance with logistics for events, and coordination with other departmental staff.
• Create, update, revise, and retrieve electronic files/records and data with responsibility for maintaining adequate, accurate, and accessible information, which may include confidential or sensitive materials. Liaise with the Department Head for absence forms/approvals and their progress through the my.npre portal system.

• Collaborate with departmental facilities contact to assist with departmental space-related activities, including maintaining office and laboratory space records, processing key and access requests, and supporting space surveys and updates.
• Act as Telephone Unit Coordinator, managing changes related to personnel, funding sources, and communication services.
• Serve as backup for the Building Emergency Action Plan (BEAP),…