Labor Education Program Coordinator

Manages day-to-day program operations for the Labor Education Program (LEP) and its related programs, events, and activities including logistics, scheduling, participant support, and basic fiscal and HR-related administrative processes. Works with faculty, staff, and the School business office to ensure programs are implemented effectively and in compliance with University policies and procedures.

Duties and Responsibilities

Program Coordination, Events,
and Communications of LEP Programs:
* Directs and coordinates all logistical
arrangements related to LEP programs, including securing housing, parking,
catering and hospitality for program attendees and instructional space for
participants and instructors.
* Serves as departmental administrator for the
ProClass database system to manage course sign-ups and invoicing.
* Serves as a liaison between LEP and PMCR and
catering representatives at area hotels to set up future programs
* Identifies and secures meeting rooms and
instructional needs for both participants and instructors.
* Attends planning meetings
and provide details pertinent to the program and assist with implementation
logistics.
* Creates and distributes program materials
such as registration forms and confirmation letters, schedules, special event
flyers, rosters and certificates, working with design contractors where
appropriate to stay compliant with the UI brand standards and look
professional.
* Works with appropriate LEP staff and
sponsoring unions to develop forms that are pertinent to the event and clearly
understandable to the participants and program activities.
* Submits contract request to appropriate
University departments for event agreements between LEP and sponsoring unions.
* Answers inquiries from participants and
resolves registration problems that requires explanation of program policies
and procedures.
* Receives incoming mail and
responds/distributes as appropriate interpreting unit policies and guidelines.
* Maintains confidentiality of LEP database
records which include information about participants as well as program faculty
and staff and PMCR-related records.
* Coordinates hiring and supervision of hourly
and student employees to execute events.
* Serves as a liaison between LEP and its
client unions by providing to the client and the LEP Director periodic reports
on the progress of preparations for the event, seeking their input if needed,
and explaining university policies and procedures that may impact their event.
* Orders supplies and materials, including
technology and equipment needs.
* Event examples include workshops,
educational events, summer schools, Labor Education Advisory Board meetings,
Polk Conference and PMCR-related programming.
* Coordinates outreach communications and
program information dissemination using approved LEP communication channels and
website updates as directed.
* Assists with
coordination of LEP and PMCR outreach activities with labor organizations,
employers, and affiliated partners.

Business Support of LEP
Programs :
* Ensures purchase orders are in place as
appropriate.
* Tracks program expenses and maintains
database of costs, offering suggestions on keeping costs down.
* Invoices participants and sponsors and
collects fees. Makes deposits in a timely manner in accordance with the
university cash handling policies.
* Makes budget projections for LEP
conferences. Monitors fiscal transactions for programs. Prepares reports and
budget projections.
* Prepares travel reimbursement for conference
and LEP program travel for faculty and staff in Chrome River following
University policy and procedures; Reconciles P and T Card for LEP staff and
faculty.
* Maintains spreadsheet to track fiscal
transactions for LEP; responsible for payments to vendors and collection of
invoice payments.
* Maintains records of fiscal transactions
involving all LEP accounts; initiate invoices, cash sales reports, car release
forms, travel vouchers, monthly reports, annual grant/budget forms.
* Assists with tracking program budgets and
expenditures for PMCR-related activities and reporting needs.
* Supports
preparation of program reports, annual summaries, and basic program metrics as
requested.

LEP Human Resources:
* Enters and maintains appointments in HRFE
for LEP adjunct, academic professional, Civil Service, Postdoctoral, Extra
Help, and hourly employee groups. These appointments include new hires, account
changes, payroll, and pay adjustments.
* Serves as liaison with campus HR offices on
HR processing issues. Responsibilities in this area require interpretation and
communication of policy and procedure.
* Works closely with new staff regarding new
hire procedures, questions on benefits, and general employment questions.
* Resolves appointment issues related to
Campus and College HR policies (e.g., benefits, visas, SURS, Payroll, etc.).
* Coordinates hiring for the Global Labor
Studies Visiting Lecturers; provides support for new-hire processes.
* Approves and reviews timesheets for hourly
employees and student workers in accordance with University payroll policies
and deadlines.
* Provides HR-related support for PMCR
affiliated appointments and activities where applicable.
* Assists with coordination of hourly and
student employee hiring, supervision, and onboarding for LEP and PMCR program
support activities, including summer school and instructional program support
as needed.
* Provides administrative support for visiting
lecturer and temporary instructional appointments as needed.

Other duties as assigned

Travel Requirements

5% Travel may be needed to support some events in the State of Illinois.

Minimum Qualifications

Bachelor's degree. A total of one (1) year (12 months) in education, training and/or work experience in program and/or project management. Demonstrated event support experience. Budgeting, expense tracking, and/or reconciliation experience.

Preferred Qualifications

Experience working in higher education, labor education, nonprofit, or public-sector environments.
Experience working with financial processes such as budgeting, invoicing, expense tracking, and reconciliation.
Experience supporting human resource functions, including hiring processes, appointment management, and coordination with centralized HR units.
Experience coordinating programs or events involving multiple stakeholders.
Experience working with university financial and HR systems.
Experience supporting trainings, workshops, conferences, or instructional programs.
Familiarity with institutional policies and procedures related to budgeting, travel, reimbursements, and hiring processes.

Knowledge, Skills and Abilities

Strong organizational skills, with the ability to manage multiple concurrent programs, track details, and ensure timely and accurate execution of all logistical components.
Ability to anticipate program needs, proactively resolve issues, and ensure a high-quality participant experience.
Strong attention to detail and accuracy in handling fiscal records, contracts, reimbursements, and reporting requirements.
Excellent communication skills, with the ability to convey detailed information clearly and professionally to varied audiences.
Strong interpersonal skills, with the ability to build and maintain positive working relationships with internal and external stakeholders.
Ability to use independent judgment to prioritize tasks, solve problems, and manage competing demands in a fast-paced environment.
Ability to learn and adapt to new systems and technologies that support program administration and reporting.
Ability to manage financial transactions accurately and in compliance with institutional policies and procedures.
Ability to plan, coordinate, and execute complex programs and events involving multiple stakeholders, including logistics such as facilities, catering, travel, and instructional support.

This is a 100% full-time Civil Service 5002 - Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after 6/29/2026. The salary range for this position is $60,000.00 - $65,000.00.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Applications must be received by 6:00 pm (Central Time) on Friday, June 12, 2026. 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. 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 Nell Madigan (nellm@illinois.edu). For questions regarding the application process, please contact 217-333-2137.

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.

Champaign-Urbana

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.

Requisition ID: 1036351

Job Category: Professional and Administrative

Apply at: https://jobs.illinois.edu