Administrative Aide - Art & Design

Job Summary Reporting directly to the Director, this role serves as the primary administrative support resource for the School's leadership and overall operations. The position ensures the smooth day‑to‑day functioning of the School by managing executive schedules, coordinating complex academic processes, planning and executing events and programming, supporting faculty affairs, overseeing communications and marketing efforts, and serving as the central liaison between the School and university units. Duties and Responsibilities Marketing, Communications, and Publications Maintain the School’s calendar of operative and administrative deadline dates and notify appropriate personnel. Recruit, train, and supervise administrative student hourly workers and student graphic designers supporting School publications and marketing efforts; oversee published works for accuracy and appropriateness. Coordinate production of print and digital marketing materials including brochures, flyers, exhibition announcements, program guides, and recruitment materials. Assist with development and advancement initiatives, including communications and event arrangements. Develop and manage a digital management system for school documents. Director and Associate Director Support Provide confidential administrative expertise to the Director and Associate Directors; serve as liaison between the Director’s office and external units, constituents, and partners. Manage the Director and Associate Directors’ complex calendars, including meetings, appointments, lunch/dinner engagements, and events — scheduling based on priority and ensuring the Director is fully equipped and informed for all engagements. Prepare meeting agendas, compile briefing materials, and record, distribute, and archive minutes for faculty/staff, executive committee, and leadership meetings. Coordinate all travel arrangements for the Director and designated staff: prepare itineraries, contact meeting associates, compile backup documents, and process reimbursements in accordance with university travel policies. Handle confidential correspondence and communications on behalf of the Director, including maintaining confidential promotion and tenure files. Prioritize and triage incoming requests— in person, via phone, and electronically— ensuring timely follow‑up and resolution. Compile and develop complex, highly sensitive reports as requested by the Director and senior leadership. Record, update, and maintain School’s bylaws, and policies and procedures, and manage unit’s historical archive of governing documents. Manage scheduling for all academic year meetings for all school‑wide committees. Academic and Faculty Affairs Coordinate and document complex faculty processes both on- and off‑cycle: promotion and tenure reviews, third‑year reviews, annual reviews, sabbaticals, faculty evaluations, specialized faculty promotions, and leave of absence requests. Ensure accuracy, completeness, and timely execution of all required forms. Coordinate annual faculty activity reports; order and distribute faculty profiles and FLEX reports for the Director’s review. In consultation with the Vice Chair of the Executive Committee, manage elections for all relevant committees at the unit and the college level elections for the School Executive Committee, Faculty Grievance Committee, College Executive Committee, College Promotion & Tenure Committee, Faculty Senate, and Program Chairs; maintain and distribute results. Serve as a primary liaison between the School’s programs and central university offices, ensuring compliance with institutional policies and academic governance structures. Maintain accurate records related to faculty affairs, accreditation documentation, and academic reporting. Manage on‑site planning and coordination for accreditation visits (e.g., NASAD); organize accreditation reports for reviews. Coordinate with academic staff to support program reviews. Serve as a resource for staff & faculty on school bylaws and policies and procedures. Events and Programming Coordinate and execute major School events including New Faculty Orientation, Planning Day, Holiday Reception, graduation ceremonies. Manage all event logistics from conception through completion: venue booking, catering, audio‑visual setup, invitation management, supply purchasing, and post‑event follow‑up. Track event budgets and process associated invoices and reimbursements. Develop budgets for events in coordination with the Director. Budget and Finance Make general office and department purchases and travel arrangements using iBuy, P‑Card, or T‑Card, then reconcile purchases promptly and submit to Business Services Center, working with the Business Services Center on contracts, honorariums, and purchase orders as required. Human Resources and Staff Support Coordinate schedules for candidate interviews and on‑campus visits for faculty and staff searches; prepare and distribute itineraries and escort candidates as needed. Coordinate with all faculty search committees to ensure efficiency and clarity. Support onboarding processes for staff, adjunct faculty, and student workers; maintain school records and coordinate HR‑related paperwork using institutional systems. Minimum Qualifications High school graduation or equivalent. Any one or any combination totaling five (5) years (60 months) from the following categories: A. College coursework 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) B. 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. Preferred Qualifications Bachelor’s degree in arts administration, business administration, higher education, or a related field. Minimum of three (3) years of progressive experience in operations, administration, or academic affairs, preferably in a university or arts/design environment. Experience coordinating academic processes such as faculty reviews, elections, accreditation support, or similar governance functions. Experience planning and executing events of varying scales in a professional or academic setting. Knowledge, Skills and Abilities Ability to manage complex executive calendars, coordinate travel logistics, and process reimbursements with accuracy. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with university enterprise systems (e.g., Banner, My application or similar). Exceptional organizational skills with strong attention to detail and the ability to manage multiple competing priorities under deadline. Strong communication skills; ability to exercise discretion and diplomacy with a diverse academic community. Ability to maintain a high level of confidentiality and work in a self‑directed manner. 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 the closing date. The salary range for this position is $60,000-$70,000. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. This position is not eligible for any type of sponsorship for work authorization. Application Procedures & Deadline Information Applications must be received by 6:00 pm (Central Time) on June 15, 2026. For more information about this specific position, please contact Bobbie Clegg at View email address on click.appcast.io. For questions regarding the application process, please contact View phone number on click.appcast.io. Equal Employment Opportunity 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. The University of Illinois System also encourages applicants with disabilities to apply and to request a reasonable accommodation under the Americans with Disabilities Act (2008). Requests may be submitted through the reasonable accommodation portal or by contacting the Office for Access & Equity at View phone number on click.appcast.io, option #1, or View email address on click.appcast.io. Requisition Requisition ID: 1036362 Job Category: Professional and Administrative Apply at: #J-18808-Ljbffr