Office Manager Facilities & Services
University of Illinois

Office Manager Facilities & Services

Facilities & Services

Job Summary
The Office Manager for the Director of Capital Programs is allocated to this level of work of providing staff assistance for a significant campus/university department. They will act as the unit's agent by performing highly specialized administrative support duties. In-depth knowledge of the organization, programs, policies, and procedures of the unit is essential to the performance of the duties, along with the ability to use good judgment, the ability to operate computer systems, using word processing, database, and software packages, and to exercise discretion in handling sensitive and confidential information.

Duties & Responsibilities

• Establishes and revises the Director of Capital Programs calendar informing them of impending engagements with high-level campus and university staff and outside agencies. Attends meetings as a delegate for the designated member(s) of the unit staff when requested. Schedules meetings ranging from large, multi-department conferences and events to 1:1s using scheduling polls.
• Serves as Office Manager to the Director of Capital Programs: Keyboards documents containing confidential or sensitive information; transcribes and records confidential or sensitive information; independently composes and provides drafts of correspondence, memos, and reports. Acts as a central point of contact between others and the Director. Governs deadlines on projects and ensures deadlines are met, and tasks are completed while checking in with other staff on completion status.
• Act as a shared resource for Capital Programs for new employees at all levels: workstation setup, ensure all new employees have schedules, packets, maps, etc. Govern proper access to Capital Programs drives, shoe reimbursement forms, CP car policy, permissions, hang tag policies, key forms, and I-card/badge care coordination.
• Screens phone calls to the Director, providing information or responses to questions regarding office-related matters or referring callers to appropriate staff members. Calls individuals or departments daily regarding various activities in the office operation.
• Reviews incoming mail and selects and responds to items within the scope of responsibility.
• Assists with developing, interpreting, and implementing division policies. Responsible for monitoring and reviewing federal, state, and University rules, regulations, and guidelines affecting all daily operations. Participate in policy evaluation and revisions.
• Anticipates and responds to the detailed office support needs of the unit staff's designated member(s) through the independent performance of lower-level duties or supervision of assigned staff.
• Coordinates logistical arrangements relating to conferences/travel and prepares necessary materials (itineraries) for the unit staff's designated member(s). Resolves all related expenses and reimbursements associated with travel. Orders office supplies.
• Performs other duties as assigned.

Additional Physical Demands
Normal office environment.

Minimum Qualifications

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills and Abilities

• The person in this position must communicate effectively with all campus community members in various challenging circumstances while remaining focused on customer service principles. The complexities of these tasks require some personal initiative, tact, and authority. Thorough knowledge about all facets of the office operation to efficiently respond to inquiries or make the proper referrals. Ability to incorporate and interpret this knowledge into day-to-day decision-making. Thorough knowledge of word processing and spreadsheet software, as well as an extensive knowledge of general office procedures. A comprehensive understanding of the Capital Programs Division functions and a broad knowledge of the duties and functions of many other offices on campus (such as the University Office of Capital Programs, the Chancellor and Vice Chancellors' offices, and Technology Services). An extensive knowledge of informational sources on campus and the University of Illinois Urbana-Champaign (UIUC) structure. The person in this position should be able to establish goals and follow through on meeting deadlines to ensure the smooth operation of the office. Duties will range from routine tasks, such as answering the telephones and setting routine meetings for the director, to complex tasks, such as making meeting arrangements for high-level campus and university administration staff. This person is often assigned special projects that sometimes require contact with many individuals or departments. It is essential to be able to react to changes in priorities and scheduling as unforeseen matters arise. The person in this position is responsible for the smooth and efficient operation of the office's support staff functions. Maintains close involvement in office affairs and anticipates the need for information and corrective action as they occur. Works closely with the Director and staff and assumes other appropriate duties that will enable the office to serve the campus better. All units at the UIUC campus deal in some way with this office, and the person in this position affects the quality of service. The person in this position must be able to work effectively under pressure from within and outside the office. In certain situations, the person in this position must decide when the principals must intervene. In these situations, the person in this position provides the principals with pertinent background information to determine the appropriate action to resolve the problem. The person in this position needs to maintain a high degree of professionalism, discretion, and confidentiality. The person in this position is in daily phone contact with numerous departments and individuals throughout the campus and community. This person needs to seek, provide, exchange, or correct factual data, explain policy and procedures, and aid in solving problems daily in performing the duties of this position. The person in this position must be able to work under pressure to meet rigid deadlines and sometimes have more than one high-priority project at one time. This person is expected to be familiar enough with the campus to hand deliver or oversee information delivery to various campus units when necessary. This person is expected to remain calm and deal pleasantly with all visitors and callers, even under challenging situations. This position is in a typical administrative office environment, and I will have the potential to learn MS Excel (pivot tables), FCPWeb, PRZM, Upside, AiM, and F&S Web Portal, along with various UIUC applications.

Appointment Information

This is a 100% full-time Civil Service Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after May 28, 2024. Salary is
$44,267.08.

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 May 28, 2024. 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 Ken McCray; klmccray@illinois.edu. For questions regarding the application process, please contact 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. 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: 1024225
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

This job has expired.