• Assistant to the Head
  Department of Special Education
  College of Education, University of Illinois Urbana-Champaign

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Assistant to the Head
College of Education - Special Education

Department Oversight:

• Participate in the management of the department; assist in providing administrative responsibility for supervising and coordinating the work of staff and students, and evaluating staff within the department and providing guidance on departmental use of resourcess.
• Serve as liaison to the College’s administrative offices on issues associated with HR, financial management, grants submission and management, and student and academic affairs.
• Serve as liaison to College or Campus offices as needed on issues such as RNUA, ethics training, faculty senate elections, sabbatical requests and reporting, etc.
• Assist with Department fiscal planning. Review monthly statements of department for accuracy.  Confirm and approve, when necessary, individual faculty expense fund balances.
•  Assist with processing of financial paperwork necessary for the operation of Department, including notifications of travel, purchasing requests, etc.  Review forms for completeness, approve or deny as appropriate and route to proper office for processing.
• Assist with processing of HR paperwork necessary for the operation of Department, including submitting appointment request to HR unit.
• Coordinate promotion & tenure process, sabbatical requests and reporting. Review forms for completeness, approve or deny as appropriate and route to proper office for processing.
• Staff department searches, including developing candidate itineraries and travel arrangements, provide necessary information to HR contact, and support the committee with other administrative duties. 

Assisting Department Head:

• Serve as the Department Head’s liaison to various departments/units within the College and across the University, as well as the Department’s alumni, therefore representing the Head and the Department to diverse internal and external constituencies.
• Act as a liaison to external parties: arrange conferences, meetings and luncheons within the University and others in the private sector.  Such arrangements might include keynote speeches, campus visits, conference presentations, etc.
• Maintain accurate records of all Head interactions with faculty on matters of recruitment, appointment, promotion and tenure, leaves, sabbaticals, retirements, and annual evaluation of faculty; and serve as the Head’s confidential liaison to faculty members on such matters.
• Act on behalf of the Department Head for personnel policy matters pertaining to academic and support staff including the coordination of all position searches and oversight of appointment processing.
• Complete necessary reports as requested by the Department committees, College of Education or Graduate College.  Compile data, collect and/or prepare materials for equal opportunity and access reports, faculty teaching load, and other annual department and college reports.
• Coordinate the Head’s work with the Department Faculty Executive/Advisory Committee and other Department committees and facilitate follow-up and implementation of the Committee’s action items and plans.
• Manage the Department Head’s meeting calendar, as necessary.
• Support the administrative flow of work of the Special Education faculty meetings.  Attend and take minutes of all meetings.  Follow up on action items as requested.  Track project status, schedule guests as needed.  Distribute agendas.

Department Programming:

• Coordinate the development and/or oversee the implementation of departmental policies and procedures; interpret and communicate university and college policies and procedures; and make decisions on behalf of the department based on those policies and procedures.
• Participate in the development and implementation of departmental programs, objectives and long-range planning. Serve as the primary person for coordinating and facilitating the implementation of such departmental initiatives and strategic plans.
• Coordinate the mutual activities of the Department Head, Associate Head and Director(s) of Graduate Study by independently monitoring issues and tasks identifying possible solutions and assembling relevant materials.
• Develop and provide comprehensive, programmatic reports and detailed analyses for the Department Head, faculty and College administrators.
• Identify, analyze and resolve urgent academic and administrative issues.
• Facilitate annual review of office and research space allocation to departmental faculty and staff, independently coordinate all activities related to the movement of staff due to space reassignment, and ensure that all College and department policies are adhered to regarding space use and key distribution.
• Assist the Department with curricular planning to develop academic course schedule ensuring courses are scheduled to be taught when needed and faculty are assigned according to teaching load policy.
• Assist Department in assigning Teaching Assistant positions.
• Serve as the Department website manager.
• Communicate the department schedule of events surrounding an academic term; including such items as committee schedules, reporting requirements, grade submission, and faculty and student annual reviews.
• Assist Department with student and faculty fellowship and award planning.
• Provide specialized information to department graduate students.

Specialty Factors

Bachelor’s degree in business administration, management or a field related to position. Two (2) years of professional business, financial, and/or managerial work experience. Demonstrated experience in an administrative role with personnel-related responsibilities.

Preferred Qualifications

One (1) year of working experience/knowledge in College of Education/policies and procedures.

Knowledge, Skills and Abilities

• Ability to use standard office technology (i.e. Microsoft Office Suite) and other management tools.
• Familiarity with campus/university administrative structures and resources at the University of Illinois.
• Ability in decision-making demanding discretion, tact, and independent judgment.
• Strong written and oral communication skills.
• Strong interpersonal relationship skills, including the ability to interact effectively with academic faculty, students, support staff and visitors.
• Knowledgeable about the administrative functions of an academic unit.
• Knowledge of University policies and procedures, and must be able to relate that information to others as the occasion warrants.
• Experience working with scheduling, students, human resources and financial records.
• Knowledge of Department procedures and be able to transmit that knowledge to any nonacademic staff or faculty needing assistance.

Appointment Information

This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after closing. The salary range for this position is $55,000 - $60,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. 

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 March 11, 2025. 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. Please upload your cover letter, resume, and names/contact information for three references. 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 kzarat2@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.

Work authorization sponsorship is not available for this position.

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 accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1029426
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu