Office Administrator - Facilities & Services

About the role

This position provides comprehensive administrative and operational support to designated members of the Associate Vice Chancellor's office, serving as a key contributor to office effectiveness and continuity. This role supports growth and development opportunities while functioning as support and back-up for the Administrative Assistant. This role requires discretion, organization, and proactive problem-solving, while consistently supporting and upholding the Purpose, Values, and Guiding Principles of Facilities & Services (F&S).

Responsibilities

• Lead / co-lead EMT support classes, which are developmental trainings offered for office support classifications at F&S.
• Directs and coordinates administrative support functions for F&S and Utilities & Energy Services with full accountability for results.
• Establishes and maintains policies and procedures for F&S, and Utilities & Energy Services.
• Manage leave request process of those supervised by the Director of UES and AVC while reconciling calendars as needed.
• Advise EMT on administrative support functions, policies and procedures.
• Represent Utilities & Energy Services / EMT at various meetings.
• Establishes, manages, and revises calendars for Director of Utilities & Energy Services, and other members of F&S’ Executive Management Team (EMT), ensuring leadership is informed of upcoming commitments and priorities.
• Coordinates meetings, travel, and overall scheduling organization. Attends meetings, records notes, and ensures follow-up and effective information sharing.
• Serves as a liaison and resource to internal and external stakeholders.
• Communicate with customers and stakeholders with comprehensive knowledge of F&S' scope and role within the University of Illinois System.
• Serves as the primary point of contact greets visitors, answers and directs calls, and relays messages.
• Manages incoming communications, including reviewing, prioritizing, and responding to mail and inquiries. Interprets and explains policies and procedures to internal and external stakeholders.
• Oversees internal mail distribution and mailroom operations.
• Serves as back-up when the Administrative Assistant is unavailable.
• Records & Information Management: Establishes and maintains confidential records and files for designated unit staff.
• Inventory Management: Establishes and maintains inventory records and conducts periodic checks for control purposes.
• Fiscal / Annual Processing Support: Governs Committee Charge Letters from initiation through disbursement up to various campus leadership offices.

Qualifications

• 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.

Skills and Abilities

• Organizational skills, initiative, discretion, and tact; absolute confidentiality of information.
• Maturity, sound judgment, and the ability to multi-task and handle complex and diverse issues.
• Knowledge of administrative procedures, office systems, recordkeeping, and standard office technology, including computer systems, software applications, and data processing.
• Customer Service & Stakeholder Support: Knowledge of customer service principles, including assessing needs, ensuring service quality, and evaluating satisfaction.
• Communication Skills: Ability to communicate effectively, including knowledge of English language, grammar, and composition, and to clearly convey information to wide range of individuals with varying levels of familiarity with Facilities & Services processes and procedures.
• Critical Thinking & Problem-Solving: Ability to analyze information, apply rules and logic to solve problems, evaluate options, and make sound decisions based on costs and benefits.
• Analytical & Reasoning Abilities: Ability to interpret written materials, synthesize information, identify patterns, and draw meaningful conclusions from complex or unrelated data.
• Mathematical & Technical Application: Ability to apply basic mathematical concepts.
• Organization & Resource Management: Skill in managing materials, resources, records, and workflows efficiently, including maintaining order and accuracy in processes and systems.
• Leadership & Guidance: Ability to provide guidance, direction, and support to others; contributes to effective team coordination and performance.
• Time Management & Attention to Detail: Ability to prioritize tasks, meet deadlines, and produce accurate, high-quality work with strong attention to detail.
• Adaptability & Continuous Learning: Demonstrates flexibility in changing environments, quickly learns new processes, and remains open to feedback and ongoing improvement.
• Initiative & Self-Motivation: Takes proactive action, works independently, and requires minimal supervision.
• Teamwork & Collaboration: Works effectively with others, contributes positively to team goals, and fosters cooperative working relationships.
• Reliability & Accountability: Demonstrates dependability, follows through on commitments, and takes responsibility for outcomes.
• Professionalism & Positive Attitude: Maintains a professional demeanor, demonstrates resilience, energy, and a constructive approach to work and challenges.