Office Manager
University of Illinois

Job Info

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Office Manager - OACVPGAS - Shared Administrative Services (Hybrid)

Illinois International - University of Illinois Urbana-Champaign

Illinois is a world leader in research, teaching, and public engagement. We serve the state, the nation, and the world by creating knowledge, preparing students for lives of impact, and addressing critical societal needs through the transfer and application of knowledge. Illinois is the place where we embrace difference. We embrace it because we value it. Illinois is especially interested in candidates who can contribute, through their research, teaching, and/or service, to the diversity and excellence of the Illinois community.

The University of Illinois Urbana-Champaign's Vision 2030 Global Strategy is comprised of five key strategies that will support the university in realizing its vision to be the pre-eminent public research university with a global impact. Illinois International will directly support several activities and initiatives related to the global strategy in the coming years. Learn more about Vision 2030 Global Strategy .

Illinois International at the University of Illinois Urbana-Champaign is committed to promoting diversity, equity, and inclusion. As an international education organization that seeks to foster global learning and engagement, we actively strive to redress systematic injustices within our organization and foster positive contributions to our university and society. We do so by undertaking initiatives that foster belonging, enhance the competencies of our staff, and create greater access to resources and opportunities. Learn more about Illinois International's initiatives related to diversity, equity, and inclusion .

The Office of the Associate Chancellor and Vice Provost for Global Affairs and Strategies at the University of Illinois Urbana-Champaign has an opening for an Office Manager.

Illinois International refers to the Office of the Associate Chancellor and Vice Provost for Global Affairs and Strategies, its shared services functions, and its reporting units. We are dedicated to supporting campus internationalization through administrative, academic, and programmatic services and initiatives. This position will be part of the Shared Administrative Services/Human Resources/Global Communication/Business Operations function. Learn more about Illinois International .

Primary Position Function/Summary:

Perform a broad variety of complex operational functions, under direction, to execute effective and efficient procedures, and workflow. Provide specialized, high level administrative support for Shared Administrative Services (SAS), functioning with authority, supporting the SAS team and Illinois International.

Statement of Duties & Responsibilities :

Expense Management

• Prepare and submit various electronic fiscal transactions including such as purchasing orders, invoices, and reimbursements.
• Complete purchases of products, services, memberships, and other transactions with approved vendors.
• Act as departmental purchaser using T-Card and P-card.
• Keep current and adhere to OBFS policies, university guidelines, and procedures. Attend training sessions, as required. Advise and support units regarding compliance with OBFS, campus, and departmental policies and practices.
• Serve as administrative support expert for ChromeRiver. Prepare and submit expense reports for Illinois International.
• Assist in End of the Year financial duties as indicated by IIP accounting.

Domestic and International Travel Management

• Organize and coordinate domestic and international travel arrangements for Illinois International employees. Includes flight arrangements, hotels, ground transportation, travel accessibility needs, and conference registrations.
• Provide customer service support for employees communicating travel related policies, resources, and general information.

Supervisory Duties

• Supervise support staff by participating in hiring, training, delegating, and evaluating staff.

Management of Office Standard Operating Procedures

• Develop and maintain detailed, step-by-step instructions for standard office procedures within Illinois International, promoting uniformity, productivity, and adherence to unit and university guidelines.
• Adhere to documentation management and compliance with the Records and Information Management Services (RIMS) policy and procedures.
• Propose departmental changes to improve efficiencies and workflow accordingly.
• Manage and maintain the certified Green Office Program.

Administrative Support

• Act as a liaison between Illinois International and other constituencies, providing information, assistance, and advice regarding standard operating procedures.
• Serve as a back-up to Illinois International SAS functional areas and supervisor, as needed.

Required Qualifications:

• Per SUCSS Classification Specification

Preferred: (Successful candidates will have):

• Three (3) years experience working in an office environment at a State University with strict and extensive State and Federal regulations, policies, and procedures.
• Experience in event planning such as recognition lunches, receptions, and other public and participant events.
• Two (2) years experience in an international office.
• Demonstrated experience in Banner, Enterprise Resource Planning (ERP), EDDIE, Chromeriver, and additional software applications relevant to business operations.
• Completion of FERPA training.

Knowledge, Skills, and Abilities (KSAs):

• Specialized knowledge of the organization, programs, practices, and procedures of the unit is necessary.
• Proficient knowledge of Microsoft Excel, Outlook (calendar scheduling and monitoring) and Word. Additional knowledge of Chrome River Program.
• Strong knowledge of clerical and office procedures, and activities. Excellent command of grammar, spelling, and composition.
• Working knowledge of University of Illinois Business and Financial Operations (OBFS) policies and procedures.
• Knowledge of University budgeting and accounting processes.
• Ability to provide exceptional customer service, including excellent interpersonal skills to interact with faculty, staff, students, other University departments and vendors; and to greet domestic and international visitors to the office, including both domestic and international telephone calls.
• Ability to plan work, cope with changing priorities, and work under pressure.
• Ability to act with initiative and make independent decisions with minimal direct supervision.
• Ability to work without direct supervision and complete routine daily work assignments independently.
• Ability to use independent judgment and discretion in determining priorities to meet frequent deadlines and handle staff, students, faculty, and program emergencies in a calm manner.
• Must have good judgment and be able to work independently.
• Ability to set priorities for projects assigned.
• Strong attention to detail, and ability to be organized and flexible in supporting operational logistical needs.

Physical Demands, Work Conditions, and Travel Requirements

• Physical Demands ---Sedentary work.
• Work Environment---Work may be performed within the office setting, or as required, in special assignments such as orientations, workshops, etc.

CAMPUS AND COMMUNITY:

The University of Illinois Urbana-Champaign is a comprehensive and major public land-grant university (Doctoral/Research University-Extensive) that is ranked among the best in the world. Chartered in 1867, it provides undergraduate and graduate education in more than 150 fields of study, conducts theoretical and applied research, and provides public service to the state and the nation. It employs about 3,000 faculty members who serve over 33,000 undergraduates and 17,000 graduate and professional students. More information about the campus is available at www.illinois.edu . The university is located in the twin cities of Champaign and Urbana (total population 226,000) in east-central Illinois, and is situated about 140 miles south of Chicago, 125 miles west of Indianapolis, and 170 northeast of St. Louis. The University and its surrounding communities offer a cultural and recreational environment ideally suited to the work of a major research institution. For more information about the community, visit: Living in Champaign-Urbana , Visit Champaign County , or Champaign County Chamber of Commerce .

Appointment Information

This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The salary for this position is set by a collective bargaining agreement and the rate for the position is $22.70/hour.

Sponsorship for work authorization is not available for this position.

Civil Service employees may earn up to 28 days of vacation leave per year, depending on length of service. For more information about campus holidays , vacation leave , and sick leave .

Health insurance is available to employees (with the option to purchase coverage for spouse and dependents), required participation in State Universities Retirement System (SURS), with several options for participation in additional retirement plans. Learn more about employee benefits at the University of Illinois . Newly hired employees are covered by the Medicare portion of Social Security and are subject to this deduction.

The University of Illinois has is strong committed to work-life balance and family-friendly programs for faculty and staff: Work-Life Balance & Family-Friendly Programs and Other Work-Life Programs .

APPLICATION PROCEDURES & DEADLINE INFORMATION:

Applications must be received by 6:00 pm (CST) on 01/06/2025. Apply for this position using the Apply Now button at the bottom of this posting. Please include application, cover letter, resume, academic credentials (unofficial transcripts or diploma may be acceptable), and (3) professional references, including name, email, and phone number. Academic credentials will be verified before hire. Applicants are encouraged to specifically relate their background and experience to the requirements of the position as outlined above . Applications not submitted through this https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact Illinois International Human Resources at iip-hr@illinois.edu . For questions regarding the application process, please contact Illinois Human Resources at 217-333-2137.

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 accessibility@illinois.edu .

Requisition ID: 1027771
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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