Office Manager - Engineering Administration at University of Illinois in Urbana, Illinois

Job Description:

Office Manager - Engineering Administration




Institute for Inclusion, Diversity, Equity, and Access - Grainger College of Engineering




Job Summary

This position provides general administrative support to the Institute for Inclusion, Diversity, Equity, and Access (IDEA) with significant effort dedicated to supporting the Illinois Center for Family- and Community-Engaged Science, Technology, Engineering, Arts, Math, and Medicine (FACES).



Duties & Responsibilities



Administrative Support

• Assist with IDEA Institute and FACES Center calendars and arranges meetings, times, and locations on behalf of the leadership teams.


• Respond to inquiries that require the interpretation, explanation, and justification of administrative and programmatic policies and procedures.


• Review IDEA Institute and FACES Center incoming mail, responding to items within the scope of responsibility and distributing the remainder to the other appropriate staff, coordinate and schedule package/freight shipments.


• Create, update, revise, and retrieve files, records, and department contacts/LISTSERVs, which may involve indexing and cross-filing. Maintain adequate, accurate, and accessible information, including confidential materials.


• Assist with the maintenance of office supplies and STEAMM activity supplies inventory.


• Make cost estimates and comparisons for goods and services related to office supplies and IDEA Institute and FACES events; independently make general supply purchases and research products, obtain quotes and make purchasing recommendations for higher cost items.


• Reconcile P-card and T-card purchases, as well as make and track purchases through Grainger's purchasing portal.


• Serve as a point of contact between other academic offices, external partners such as universities, schools, and community organizations, and provide front office support.


• Serve as the primary point of contact for the IDEA Institute Grassroots Initiative to Address Needs Together (GIANT) grant teams and similar internal grant initiatives: directly assist teams with navigating university systems like purchasing, and protection of minors by connecting them with centralized support within Engineering Shared Services, campus safety, and OVCRI.


• Develop and implement procedures and recordkeeping systems to support the administrative functions performed by the unit.


• Attend regularly scheduled staff meetings and scheduled professional development. Record and maintain meeting minutes.


• Assist in proposal preparation and grant reporting by collecting and formatting/reformatting documents.


• Work with the Program Coordinators to provide regular communications through newsletters, flyers, brochures, etc.


• Other duties assigned to further the missions of the IDEA Institute and FACES Center.

Event Coordination Support

• Coordinate logistical aspects of events, trainings, and programs hosted and planned by FACES Center and IDEA Institute, including venue selection and reservation, technology setup, equipment rentals, catering, communication with attendees and partner organizations, and providing assistance to the implementation team on-site.


• Arrange travel and process reimbursements for the FACES Center and IDEA Institute teams and program participants.


• Coordinate event materials in consultation with FACES Center, IDEA staff, and community partners including preparation of agendas, ensuring outreach materials and other event materials are organized for transit to events, and assisting with meeting set up, distributing materials, and transcribing meeting minutes for distribution.


• Keep accurate records of event-related expenses and provide regular reports to relevant stakeholders.

Supervision

• Hire, train and supervise undergraduate student employees, which includes delegating work and managing performance.

Minimum Qualifications

• High school diploma or equivalent.


• Two (2) years (24 months) of work experience comparable to the third level of this series.

Preferred Qualifications

• Bachelor's Degree.


• Demonstrated experience in community and public engagement.

Knowledge, Skills and Abilities

• Ability to communicate effectively and professionally, build rapport, and establish effective working relationships with students, faculty, staff, and community members.


• Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.


• Ability to work harmoniously with faculty, staff, students, and the community from a wide variety of backgrounds and disciplines.


• Ability to effectively multi-task and stay organized.


• Ability to remain calm and productive in a busy work environment with frequent interruptions.


• Ability to be self-motivated, prioritize tasks, and exercise good judgment.


• Ability to complete assigned tasks on time.


• Attention to detail.


• Ability to maintain confidentiality in all business matters.


• Ability to handle sensitive matters with tact and diplomacy.


• Knowledge of University and College requirements, procedures, rules, and regulations.


• Ability to use the internet to obtain necessary information.


• Proficiency in Microsoft Office Suite, including Word and Excel and various web editors.


• Knowledge of accessibility best practices and University brand standards.


• Ability to occasionally travel out of town within the state of Illinois.


• Ability to work flexible and extended hours, including some weekends.


• Ability to remain in a stationary position for periods of time.


• Ability to move boxes of program supplies weighing upwards of 10 lbs.

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 the close date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Manager
classification is $44,267.08 ($22.701/hour). Work authorization is not available for this position.


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 June 11, 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. Please upload your cover letter, resume, and names/contact information for three references. 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 Jill McKenna at glawe1@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: 1024275
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
Apply Now