What are the responsibilities and job description for the Office Administrator, IIP position at University of Illinois Springfield?
Office Administrator, IIP
Posting Category:
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://www.uis.edu.
Application deadline: 3/31/2025
Minimum Starting Salary: $20.52 per hour/7.5 hour workday
Summary:
This position serves as the primary resource for IIP staff, directing, coordinating and carrying out all administrative functions of the Illinois Innocence Project home office, located on the campus of the University of Illinois Springfield. The ability to work with staff based in two offices (Springfield and Chicago) and diverse stakeholders, including departments across the University, students and legal clients is central to the performance of duties.
Duties & Responsibilities:
- Schedules, plans and coordinates internal and external organizational activities, and prison visits and legal calls with incarcerated individuals; maintains an organization-wide calendar of operating, administrative and legal commitments, and notifies appropriate staff of deadlines
- Receives, analyzes and responds to incoming communication, including phone calls, emails and mail, that is highly technical and confidential in nature
- Executes current and develops new administrative procedures, practices, programs and policies in accordance with University systems and requirements
- Completes tasks within applicable University business applications (e.g., iBuy, Chrome River, Banner), and assists IIP staff in their use
- Regularly engages with and maintains knowledge of all organizational program areas and mission-related activities
- Performs other administrative and support functions as assigned
Minimum Qualifications:
1. High school diploma or equivalent
2. Any one of the following from the categories below: A. Four (4) years (48 months) of work experience comparable to the third level of this series B. Two (2) years (24 months) of work experience comparable to the fourth level of this series
- Bachelor’s degree
- One (1) year of experience supporting the administrative tasks of a University unit or department, or not-for-profit organization
- One (1) year of experience with UIS business administrative systems, such as iBuy, Chrome River, Banner, Adobe Sign
- Ability to communicate effectively, verbally and in writing
- Ability to maintain strict confidentiality and attorney-client privilege
- Ability to interpret and synthesize information from a variety of sources to accomplish administrative tasks
- Ability to use good judgment and exercise discretion in managing complex information
- Ability to work independently
- Ability to work effectively with culturally, economically, and racially diverse individuals, and with those who are or have been incarcerated
Physical Demands:
- Standing : Occasionally
- Walking : Rarely
- Sitting : Frequently
- Lifting : Rarely
- Carrying : Rarely
- Pushing : Rarely
- Pulling : Rarely
- Climbing : Rarely
- Balancing : Rarely
- Stooping : Rarely
- Kneeling : Rarely
- Crouching : Rarely
- Crawling : Rarely
- Reaching : Rarely
- Handling : Rarely
- Grasping : Rarely
- Feeling : Rarely
- Talking : Frequently
- Hearing : Frequently
- Repetitive Motions : Frequently
- Eye/Hand/Foot Coordination : Rarely
- Taste/Smell : Rarely
- Performing Manual Tasks : Rarely
Working Conditions:
- Extreme cold : Rarely
- Extreme heat : Rarely
- Humid : Rarely
- Wet : Rarely
- Noise : Rarely
- Hazards : Rarely
- Temperature Change : Rarely
- Atmospheric Conditions : Rarely
- Vibration : Rarely
Travel Requirements:
5% Travel for conferences, meetings and other events to assist IIP team
Union Affiliation: This position classification is represented by University Professionals of Illinois, Local 4100 Service, Clerical or Technical Union.
Employment Policies and other information:
Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.
UIS an affirmative action/equal opportunity employer with strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.
The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with state and federal law.
Residence Reference: For full consideration, applicants must be residents of the State of Illinois.
The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.
Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.
UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.
- You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
- Your pension from the State Universities Retirement System may affect the amount of your:
- Social Security benefit and
- Social Security benefit as a spouse
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. Requests may be submitted by contacting UIS HR at hremployment@uis.edu or call 217-206-6652.
Salary : $21
