Office Manager - Department of English
University of Illinois

Office Manager - Department of English

University of Illinois at Urbana-Champaign

Job Summary
The main function of this position is to provide administrative support to the English Business Office, including, the Undergraduate Studies Office, Business and Technical Writing (BTW), Graduate Programs, and faculty across the department.
Duties & Responsibilities

Purchasing

• Makes purchases for the Department of English. Process expense reports via Chrome River software; P-card and T-card holder; processing orders via IBuy. Verifying provided accounting information using University tables and departmental fund ledgers, verifying balances available, and verifying the expense reports are completed accurately per university policies and procedures. Serve as the travel arranger for the department. This requires communication with vendors on travel arrangements and reconciling charges by submitting expense reports.

Building Services

• Manages all department F&S work orders, upon request. Receive information from F&S and contracted services on the status of work to the building, including building key management. Coordinates recycling deliveries and annual confidential shredding requests. Disseminate received information to the Senior Business Manager.

• Manages the tracking, assigning, and coordinating department space for Faculty, Grad Students, and Specialized Faculty desks/offices; maintains a report of room occupants, total number of desks, and number of vacant desks. Assign office spaces to new Grads and Specialized Faculty, manage room changes, and manage distribution of building keys. Manage the preparation, coordination, and organization of the department directory. Provide new lists to Floor Coordinators for BEAP.

Department Support

• Manages incoming mail and packages. Manage and coordinate the assignments of all department mailboxes and lock combinations to users. Manage express mail via the Campus mail system. Requests new daily mail stickers, as needed. Manage operational request forms for the Department. This requires knowledge of department procedures, and information needed to process them. Makes copies and scans documents for the department. Make suggestions to the Senior Business Manager for improving the process and response times when this function is not being performed at the optimal level. Coordinate announcements for the department.

• Provides backup to the Accounting Officer. Assist with printing, organizing, and filing standard reports for the business office. Prepare cash sales and money-received deposits for the department.

• Processes student award payments in DAWS system. Provide backup support to the Department Head and Senior Business Manager. Prepare/update the departmental UIN list. Assist with biennial physical inventory, and submit disposal requests for damaged, outdated, or unneeded inventory. Assist with coordinating equipment disposal.

• Manages calls and visitors for the Department of English.

• Other duties as assigned to further the mission of the department.

Required Qualifications
1. High school diploma or equivalent.

2. Two (2) years (24 months) of work experience comparable to the third level of this series.

Successful candidates will have:

• Ability to communicate effectively with others, Awareness of, and sensitivity to, cultural and linguistic differences, Commitment to diversity and inclusion
• Communicate effectively with others
• Professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents
• Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
• Ability to maintain confidentiality in all business matters
• Knowledge of activities and programs carried out in the Department of English
• Knowledge of University of College requirements, procedures, rules and regulations
• Knowledge of Microsoft Office Suite, including Word and Excel

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 deadline date. The salary for this position is set by a collective bargaining agreement and the rate for the position is 22.701/hour. Sponsorship for 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 6pm (CST) on May 13, 2024. To apply for this position, please create a candidate profile at https://jobs.illinois.edu use the Apply Now button on the posting and upload your cover letter, resume (months and years of employment must be included), and names/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 this website 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 lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

For assistance with resume creation and mock interviews, please follow this link for University of Illinois Human Resources workshops (held every other week): https://illinois.csod.com/ux/ats/careersite/1/home/requisition/1595?c=illinois

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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. 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: 1024207
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

This job has expired.