Office Manager

About the role

The University of Illinois Urbana-Champaign is seeking a highly organized, proactive Office Manager to support the Office of Enrollment Management’s senior leadership team.

Responsibilities

• Works with the Associate Provost, Assistant Director of Business Operations, EM unit directors and staff to ensure that all purchases and business functions within the EM units are created, processed and reconciled in a timely manner.
• Serves as a back-up approver of expense reports when the Assistant Director of Business Operations is on vacation.
• Manages the calendars for the Associate Provost and the Enrollment Management unit directors, assists with high-level correspondence, safeguards confidential information, independently answers correspondence, and completes special projects as needed.
• Answers the Enrollment Management main phone line, uses judgment to best address questions and concerns, and forwards calls as appropriate.
• Greets visitors to the EM management suite. Gathers, reviews, prioritizes and disseminates the mail for the Associate Provost and EM unit directors. May answer mailed requests for data and historical information.
• Composes letters and email on behalf of the Associate Provost of unit directors upon their request, and edits documents as requested.
• Affords assistance to the Assistant Director of Business Operations with annual requisition renewals and contracts for EM units; property accounting duties including updating records in FABweb, completing biennial inventory, surplus property; and Pinnacle requests.
• Schedules internal and external meetings which may include campus level committees, campus administrators, and senior department staff as well as other personnel. This may include creating and disseminating agendas and taking minutes to be shared with unit directors.
• Completes project assignments which may entail research, gathering data, preparing presentations, etc. under strict deadlines. Answers requests for information from the chancellor, provost, and college deans in support of the Enrollment Management unit directors. These requests may require safeguarding and appropriate handling of confidential information. Also, manages the Race/Ethnicity approval process and acknowledgement forms.
• Makes travel arrangements for the Enrollment Management unit directors and staff which may involve a complex itinerary. Also assists with travel arrangements for other staff as needed, including the processing of payments and reimbursements.
• Manages the onboarding process for new employees in EM units. Schedules initial training meetings and ensures staff has adequate equipment/resources to perform their functions (supplies, Pinnacle, door swipe access, keys (if needed), etc. Also manages exit process for staff who are leaving EM units. Schedules exit interviews, ensures equipment/keys are returned, and other logistical duties.
• Acts as the public safety liaison for the OAR building and updates the building emergency action plan annually or as necessary as dictated by changes in the units and provides Public Safety with an updated version.
• Updates the org chart and phone lists as changes occur in the units. Maintains office supplies and makes purchases as needed. Manages EM & OR Xerox Copiers part orders and service requests with RK Dixon and CDS. Manages building’s conference room calendars. Manages physical and electronic confidential and historical documents for Enrollment Management units. Manages the employee emergency contact form and enters info into an Excel spreadsheet or Webtools form so that it can be accessed and utilized.
• Manages the Campus Charitable Fund Drive for OAR.

Qualifications

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

Skills and Abilities

• Expert knowledge of the P-Card and T-Card guidelines, policies and procedures along with the use of the P-Card web solutions system and the TEM (Travel & Expense Management) system.
• Expert knowledge of MS Office, particularly PowerPoint, Microsoft Word and Excel.
• Expert typing and proofreading skills.
• Ability to work within time constraints and remain calm under pressure.
• Flexibility in learning multiple, detailed tasks.
• Good organizational skills; ability to manage multiple priorities.
• Familiarity with general office equipment, including printers, copiers & fax machines.
• Ability to create and foster a positive work environment.