Overview
AP/Office Assistant Jobs in Vista, CA at Carbon by Design LLC
UNIVERSITY OF ILLINOIS URBANA-CHAMPAIGN
School of Information Sciences
Office Administrator
The School of Information Sciences at the University of Illinois invites applications from qualified individuals for a 100% full-time Office Administrator to serve as a primary course scheduler and play a key role in course coordination and delivery for assigned programs within the School of Information Sciences (iSchool). The position works closely with faculty, staff and university administration to ensure accurate scheduling and efficient course management.
This is one of 2 positions in course scheduling within the Academic Affairs Unit.
The iSchool at Illinois makes a meaningful difference in the lives of individuals through teaching, research, and public engagement. Our mission is to lead the way in understanding the use of information in science, culture, society, commerce, and the diverse activities of our daily lives. We engage in inclusive community partnerships, working beyond geographic boundaries to benefit the social good. We believe in the power of information to change the world. For more information about iSchool, visit https://ischool.illinois.edu/.
Duties and Responsibilities
Course Scheduling
In consultation with the Associate Dean for Academic Affairs and coordination with the Assistant Director of Academic Affairs, create course schedules, assign iSchool-controlled classrooms and/or secure outside classroom space.
Enter course schedule details, such as initial enrollment windows, restrictions, and times, etc., into Banner. Make changes to the schedule and/or room assignments as needed throughout the term.
Link information on the course offering for that semester to the catalog description of the course on the iSchool’s online course catalog.
Work with advising staff to process course overrides for students where needed.
Coordinate the scheduling of final exams. Inform faculty of the rules and regulations regarding final exams and enter the data into the Banner system. Coordinate the schedule for arranged final exams with the campus Final Exam Office staff
Course Support
Coordinate textbook orders for courses. Act as liaison between the Illini Union Bookstore (IUB) and instructors to resolve issues with textbook orders. Assist instructors in securing desk copies as needed. Disseminate textbook information to students.
Assist with the coordination of Instructor & Course Evaluation System (ICES) Online and setup requests for ICES paper forms for those courses not using ICES Online.
Assist academic affairs staff with the submission of new course proposals via Courseleaf and serve as a CIM backup.
Assist the PhD Program Coordinator with electronic filing and recordkeeping via Slate, Box, and GradRecs as needed.
Perform other related duties as assigned.
Minimum Qualifications
Per SUCSS Class Specification
High school diploma or equivalent.
Any one of the following from the categories below:
Four (4) years (48 months) of work experience comparable to the third level of this series.
Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Preferred Qualifications
Experience with Banner, Courseleaf, and other scheduling programs.
1-2 years of course scheduling experience.
This position requires excellent organizational skills and attention to detail.
The candidate must have outstanding written and oral communication skills to successfully engage with faculty, students, and staff throughout the iSchool.
The candidate will work closely with a collaborative academic affairs team and will thrive in a dynamic work environment.
Must have at least three years of experience with the Banner course entry system.
Experience with Excel and communications tools such as TEAMS or Zoom is helpful.
Knowledge, Skills and Abilities
Knowledge of University policy and procedures. Basic knowledge of University structure, organization, administration, and resources is useful.
Appointment Information
This is a 100% full-time Civil Service Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after the search close date. The budgeted salary range for the position is $45,000 to $60,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Hybrid work options may be available for this position after an initial training period, but with the requirement that onsite availability may be needed at any time with short notice.
Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver’s License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.
Work authorization is not available for this position.
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 April 21, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting, and upload your cover letter, resume (months and years of employment must be included), and names and contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. In order to be considered as a transfer candidate, you must apply for this position. 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 regarding this specific position, please email [email protected]. For questions regarding the application system, 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.
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 [email protected].
Requisition ID: 1029818
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
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Title: AP/Office Assistant
Company: Carbon by Design LLC
Location: Vista, CA
