Office Administrator - Law

Duties Responsibilities: FACULTY SUPPORT – 40% • Research online sources for faculty or through own initiative when requests are received for teaching or research projects; act as liaison for assigned faculty members with students, faculty, and staff; create letters and other communications on behalf of professors; procure books, articles, confidential documents and other relevant materials for assigned faculty, including shipment of publication materials to meet critical deadlines; coordinate schedules of persons in conjunction with committee meetings; maintain calendars; set appointments on behalf of faculty; compose correspondence and reply using information gathered independently and/or as provided by faculty members; Reviews, monitors, and manages faculty research and program accounts with responsibility for overall financial control; authorizes fiscal transactions on behalf of faculty; exercises professional judgment in daily financial operations and keeps management informed of the unit’s financial position. Provides reports and maintains overall budgetary oversight for faculty accounts. • Research and coordinate travel arrangements for faculty which may involve a complex itinerary for faculty and special guests that includes hotel accommodations, airline reservations, and preparation of an itinerary for assigned faculty members; assist faculty members in completing reimbursement requests for travel; create and process transactions with P-Card, T-Card, i-Buy, and Emburse and other business systems utilized by the university. • Serves as a liaison between departments and other constituencies and/or between different groups within the department; provides information, assistance, and advice to various constituencies and individuals. • Track and renew annual conferences and memberships. • Prepare minutes/notes for UIUC campus meetings and departmental meetings, save electronically, and share with members. • Manage several faculty calendars and assist with high level correspondence, deal with confidential information, and complete special projects; develop and implement procedures and record keeping systems to support the administrative functions of faculty. • Assists in the analysis, design, and implementation of office information systems; develops and maintains procedures and recordkeeping systems to support the unit’s administrative operations. • Coordinate and manage submission of faculty research papers to the Social Science Research Network (SSRN) through posting papers on an Internet database website. SSRN provides biographical information on College of Law professors and makes public faculty members' research papers. SSRN distributes these papers in The University of Illinois Research Paper Series to Colleges and universities worldwide. Each series distribution is approved by the paper's coordinators and the faculty authors. PROGRAM SUPPORT -30% •Coordinate and manage logistics for faculty programs, prepare conference materials, monitor, and track expenditures, manage expenditures within allotted budget, advise faculty of variances and related budget concerns; research, order, and distribute conference materials, adhere to crucial deadlines, and address issues that arise during and after event; arrange travel for outside guests, order lunch or refreshments, circulate calendar invites, arrange office/parking space. • Provides reports, maintains overall budgetary oversight for funds related to program support; serves as key resource for the unit, exercises administrative oversight, interprets policy and makes budgetary decisions to ensure cost efficient operations for program support. • Serve as a representative of the unit or designated faculty member at meetings and conferences, ensuring continuity of communication and alignment with program goals. • Collaborate with Special Events team to plan and execute conferences. INSTRUCTIONAL SUPPORT - 25% • Prepare, schedule, and administer final exams; schedule rooms, organize and return completed exams to instructors; proofread, assemble, distribute, print/copy exams; assist with transmittal of final grades, ensure accuracy and deliver to the College of Law's Student Records Office in a timely manner; communicate assignments to students which includes uploading class syllabi, course materials and slides to course pages on the College of Law website and Canvas spaces, modifying and proofreading all course correspondences, and preparing classroom materials for assigned faculty members (which requires familiarity with legal terminology); manage exam files for assigned faculty members of correspondence, classroom materials, final exams, manuscripts, and committee materials. COLLEGE SUPPORT – 5% • Assist with various college wide activities. • Knowledgeable resource for fellow colleagues.