Architecture Administrative Jobs (NOW HIRING)

University of Illinois Urbana-Champaign

The Assistant to the Director serves as part of the School of Architecture administrative team. This position is responsible for planning, organizing, coordinating, and executing various administrative functions while providing advice to the Director, and supervising office support staff. The position works independently, exercising judgment and discretion.

• Provides a high level of expertise andoperational leadership in the Director’s Office to help determine andaccomplish the organization’s goals and objectives effectively.
• Serves as the Director’s liaison betweendepartmental faculty, college office, and campus departments; communicates bytelephone and/or in person with other offices on and off campus regardingSchool business for exchange of information, clarification, and discussion, asduties require.
• Manages, coordinates, and conducts a varietyof special projects on behalf of the Director.
• Supervises office administrative staff,delegates tasks, and monitors workflow. This also includes responsibilities tointerview, select, and train staff, as well as conducts annual performancereviews.
• Counsels staff on matters of significancerelated to policy, rules, and procedures involving significant discretion andjudgement. Provides guidance and interpretation regarding the administration ofother guiding principles and governance structures as they relate to thecollege and campus.
• Coordinates and attendsschool Executive Committee meetings, as well as school Faculty meetings,preparing agendas and taking minutes. Coordinates membership with Director andExecutive Committee for all School committees. Serves as a member of other variousschool committees and decision-making groups and attends all meetings to reportback to Director.
• Works closely with the Director on thefacilitation of faculty development and evaluation processes. Serves as aprimary resource regarding guidelines, format, and interpretation of policy forannual procedures such as promotion and tenure, annual reviews, annual CVreports, sabbaticals, conflicts of interest (RNUA), academic integrity, andfaculty hiring.
• Gathers and analyzes reports and data,performs research and analyses, establishing timelines and guidelines, andparticipating in implementing goals.
• Assists office staff with the coordinationof events, including conferences, retreats, and other special events in theSchool.
• Coordinates the academic program reviewprocess for the School. Includes working with external reviewers (coordinatingitinerary and travel planning), working with the Dean’s office and the Officeof the Provost to ensure compliance with campus policy.
• Manages planning and coordination asdirected for the Annual and Five-Year Architectural Report for Accreditationwith National Architecture Accrediting Board (NAAB). Keyboards material forDirector and faculty assigned special sections of report when necessary.
• Reviews and acknowledge bi-weekly timesheets submitted in web time for Architecture support staff.
• Reviews faculty absence requests via theAVSL academic vacation and sick leave reporting app.
• Serves as the administrative secretary forfaculty search committee meetings. Coordinates the schedule for candidateinterviews and on-campus visits of faculty candidates. Prepares and distributescandidate itineraries.
• Maintains overall School calendar ofoperative and administrative deadline dates for planning. Notifies appropriatestaff, faculty and administrative personnel of deadlines.
• Coordinates the School of ArchitectureLecture Series. Arranging travel and lodging for lecture guests, facultydinners, receptions for opening exhibits, payments (including honorariums andreimbursements), arrangements for printing of lecture series poster and massmailing. Prepares all correspondence related to the Lecture Series, includingitems for inclusion on the school’s website.
• Arranges itineraries for special visitors tothe Illinois School of Architecture, including travel arrangements, lodging,agendas, etc.
• Coordinates gift letters on the director’sbehalf, sent from the college advancement office.
• Conducts school elections for schoolExecutive Committee, Faculty Grievance Committee, College Executive Committee,College Promotion and Tenure Committee, and campus Faculty Senate Committee.
• Maintains confidential, individual facultyfiles and other academic records for the School, adding information/material toeach file as necessary from Director's and/or Assistant to the Director’soffice.
• Coordinates various alumni fellowship awardssuch as the Francis J. Plym Traveling Fellowship, Clyde Lee & Cecilia BakerFellowship, and the Oscar E. Leidenfrost Memorial Prize. Works with committeeon review and selection of winner, coordinates award letter to recipients, andworks with individuals on preparation of their travel.

• Serves as executive assistant to theDirector of the School of Architecture. Keyboards letters, and confidentialcorrespondence, reports and statistical material of a complex nature for theDirector of the School including watching for errors of fact and usingjudgment, where appropriate, for format, grammar, etc., maintainingconfidentiality in all instances.
• Maintains the Director’s schedule for dailymeetings between faculty, students, staff, Deans, Directors and DepartmentHeads and high-level campus and university administrative staff and outsideagencies; conferences, committee meetings, lunch and dinner engagements, andkeeps him up-to-date on his appointments as they approach. Compiles materialfor meetings, pulls necessary files as needed prior to meetings, invites andnotifies participants. Manages complex and highly dynamic scheduling tasks.
• Coordinates the Director’s travelarrangements, preparing itinerary, contacting possible meeting associates asnecessary, compile appropriate backup documents.
• Handles Director’s expense reports andreimbursements, via Chrome River.
• Establish procedures and initiates routinesto facilitate responsibilities to the Director of the School.

• Assists with the Associate Director forResearch, Marketing, and Communications with marketing and communicationefforts as well as the special projects that are developed in relations tothese.
• Works closely with the Associate Directorsto advise and set priorities for the presence of the Director’s office membersat internally and externally focused events and meetings; direct the planningand scheduling of appointments.
• Works with the Director and AssociateDirectors to establish and unify the School’s messaging.
• Works with the Associate Directors on otherprojects as they develop.

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   • A. college course work 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

• Exceptional organization skills.
• Above average typing skills (speed and accuracy), ability to format, and above average grammar/spelling skills enabling completion of Director’s typing or to advise and instruct others when necessary. Accurate proofreading is essential.
• Good judgment in making decisions in the absence of the Director or Assistant Director.
• Strong interpersonal skills to maximize interaction with co-workers, other School contacts, persons outside the School.
• Good working knowledge of University, College, and School regulations and policies; understanding of organizational structure of University.
• Basic math skills for salary computations and other statistical duties that arise.
• Maturity with respect to handling confidential matters, personnel files, and other School matters that require discretion.
• Flexibility and ability to handle constant distractions and interruptions.
• Knowledge of Microsoft products (including Outlook), as well as other office equipment.

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.

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits . This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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 accommodation portal , or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu .

Champaign-Urbana

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Requisition ID: 1038081
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu