Office Manager

About the role

The position supports the Office of the Dean and academic departments, performing administrative and clerical duties. It requires extensive knowledge of the organization and programs.

Responsibilities

• Serve as the primary point of contact for the Regional Dean’s Office, providing customer service and coordinating office operations.
• Provide administrative support to assigned department chairs, including scheduling meetings and events, arranging logistics, coordinating travel and conference registrations, processing reimbursements, and preparing materials for classes, meetings, and student-related activities.
• Manage and support faculty promotion dossier preparation in Interfolio, collaborating with faculty to compile and verify required documentation, ensuring deadlines are met, and maintaining accuracy and timeliness throughout the promotion process.
• Process departmental purchases and reimbursements, reconcile transactions in university financial systems, maintain expenditure records, ensure compliance with university policies, and assist with budget planning and monitoring.
• Aid in faculty appointment and onboarding processes by collecting required documentation, maintaining faculty records and credentials, preparing appointment-related correspondence, and coordinating communications with new faculty members. Support faculty recruitment efforts by coordinating candidate itineraries, travel arrangements, and interview logistics.
• Prepare, edit, and format correspondence, reports, recommendations, and other professional documents. Compile, organize, and maintain information for recurring reports and faculty-related administrative needs.
• Provide administrative support to department committees, including meeting coordination, agenda preparation, minute-taking, and follow-up activities.
• Perform other duties and special projects as assigned.

Requirements

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

Qualifications

• Strong interpersonal and communication skills.
• Excellent organizational skills with the ability to think proactively and prioritize work.
• The ability to make independent, informed decisions.

Skills

• Proficiency in Microsoft Office Suite.
• Experience with Interfolio and other faculty management systems.
• Knowledge of UIC policies and procedures.

Benefits

This position is eligible for benefits, including Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid Time Off, and Tuition waivers for employees and dependents.

Pay

The budgeted salary range for the position is $22.48/hr - $23.86/hr. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

Schedule

This position is located on the Rockford campus 90 miles northwest of Chicago. (On-Site Work – Not Remote).