Office Manager at University of Illinois in Urbana, Illinois

Job Description:

Office Manager




Office of the Vice Chancellor for Academic Affairs and Provost




Job Summary

Offer administrative assistance to the Director for General Education and the Director for Educational Programs. This entails efficiently managing dynamic and intricate calendars, maintaining a comprehensive awareness of objectives and responsibilities for each director and leveraging experience, knowledge, initiative, and independent professional judgment to execute daily responsibilities.



Duties & Responsibilities

• General Education: Assist the Associate Provost, Director for Educational Programs, and Director for General Education with General Education Board administration, which may include scheduling, participating, and recording minutes for meetings.
• General Education: Coordinate with the Director for General Education and provide support for all aspects of the general education recertification process from start to finish each academic year
• Serve as the first point of contact for inquiries from deans, directors, faculty, staff, students, and parents with issues or concerns associated with General Education, Educational Programs, or other related matters. Use discretion to resolve situations on behalf of the Directors as appropriate. This responsibility is more than triage. Problem solve with professionalism and efficiency to determine how inquiries should be addressed including but not limited to determining if the issue can be handled by the administrative aide, transferred to an administrator, or another unit.
• Manage daily operations for the Directors, including calendar management and correspondence.
• General Education: Assist the Associate Provost, and Directors within the Course Inventory Management System, with program and course maintenance, which may include pulling and compiling reports as well as maintaining spreadsheets/databases of annual data and stakeholder responses.
• General Education: Coordinate with the Directors to maintain websites, guides and training materials related to General Education and Educational Programs.
• Assist with the administrative aspects of event, retreat, or meeting coordination on behalf of the Directors, working with Provost Events as appropriate. This work is intermittent and on an as-needed basis
• Coordinate travel for the Directors and other staff as needed. This includes reconciling travel charges in the Chrome system, completing itineraries, and ensuring necessary documentation is provided.
• Perform other duties in support of the Office of the Vice Chancellor for Academic Affairs and Provost and Undergraduate Education as assigned.

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.



Preferred Qualifications



• Experience Outlook calendars.
• Experience supporting multiple administrators at one time.
• Experience with planning and organizing events.
• Experience coordinating travel and meetings.
• Experience with the campus Course Inventory Management System (CIM).
• Experience with Microsoft Excel and data management systems.



Knowledge, Skills and Abilities

• The skill and tact to efficiently manage large amounts of information, organize workflows to meet different and sometimes conflicting deadlines and provide recommendations for effective information management.


• Strong interpersonal skills for effective communication with diverse personalities.


• Composure and patience in high-pressure situations.


• The utmost discretion and respect for confidentiality in handling sensitive information.


• In-depth knowledge of campus and university staff, fostering cooperation across various academic and administrative units, staff categories, and the general public.


• Proficient with utilizing Microsoft products such as Excel, Word, PowerPoint, Teams, and Outlook.

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 5/27/2024.


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 6th, 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. Application materials should include a cover letter, a current resume, and at least three references, including contact information. Immigration sponsorship is not available for this position. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. Minimum salary for this position is $44,267.08. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. For further information about this specific position, please contact rhall2@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: 1024200
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
Apply Now