Office Administrator

Office of Enrollment Management

Job Summary

• Works with the Associate Provost, Assistant Director of Business Operations, the Accounting Assistant, 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. This includes the creation and processing of transactions in Banner, P-Card, T-Card, i-Buy and Chrome River and other business systems utilized by the university. Serves as a back-up approver of expense reports when the Assistant Director is on vacation.
• 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 heads. These requests require appropriate handling of confidential information.
• Manages the calendars for the unit heads, assists with high level correspondence, deals with confidential information, independently answers correspondence, and completes special projects.
• Makes travel arrangements for the Enrollment Management unit heads which may involve a complex itinerary. Also assists with travel arrangements for other staff as needed, including the processing of payments and reimbursements.
• Manages onboarding process for new employees in EM units. Schedules initial training meetings and ensures staff has adequate resources in order to perform their functions.
• Manages exit process for staff who are leaving EM units. Schedules exit interviews, ensures equipment/keys are returned, and other logistical duties.
• Requests agenda topics for the EM Cabinet and other meetings, creates the agenda, disseminates it to attendees, and takes minutes to be saved electronically and shared with the unit heads.
• Processes miscellaneous and travel reimbursements via TEM/Chrome River.
  
• Schedules internal and external meetings which may include campus level committees, campus administrators, and senior department staff as well as other personnel.
• Organizes large events to host external and internal stakeholders as necessary which can involve meeting space rental, ordering catering, sending invitations, creating presentations, etc.
• Assists the Assistant Director of Business Operations with property accounting duties including updating records in FabWEB, completing biennial inventory, surplus property, etc.
• Answers the Enrollment Management main phone line, using judgment to best address questions and concerns, and forwards calls to unit heads as appropriate.
• Greets visitors to the EM management suite.
• Disseminates the Enrollment Management unit heads’ mail after reviewing and prioritizing it. May answer mailed requests for data and historical information.
• Composes letters and email on behalf of unit heads upon their request, and edits documents as requested.
• Renews memberships and pays for conference registrations.
• Assists the Associate Provost and unit heads for completion of RNUA, Ethics Training, and Preventing Harassment and Discrimination (Title IX) training for staff.
• Point of contact for building maintenance issues and submits work orders as necessary. Acts as one of the USC’s for EM security access requests. Works with the Director of Enrollment Management Data Analysis and Systems to ensure that the security access audit is performed at least annually, and that all Enrollment Management employees have the proper training certifications and forms on file necessary to maintain their security access.
• Corresponds with F&S to help in the completion of R&R & ECIP projects in OAR.
• 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.
• Manages building swipe card access requests & audits current access to ensure only authorized personnel have swipe entry access. Manages building key inventory, disseminating keys to new personnel as necessary and ensuring that exiting personnel have returned keys during the exit process.
• Updates the org chart and phone lists as changes occur in the units.
• Maintains office supplies and makes purchases as needed.
• Manages building conference room calendars and schedule.
• Serves as Pinnacle Department Manager.
• 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.
• Manages EM & OR Xerox Copiers part orders and service requests with RK Dixon.
• Manages the Campus Charitable Fund Drive for OAR.
  

Minimum 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.

Knowledge, 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.
• Ability to maintain the security and confidentiality of sensitive files and documents.
• Expert knowledge of MS Office, particularly PowerPoint, Microsoft Word and Excel.
• The ability to accept direction and assignments from multiple unit heads while maintaining communication with the immediate supervisor about current workload and deadlines
• A demonstrated record of reliable attendance and attentiveness.
• Expert typing and proofreading skills.
• Ability to work within time constraints and remain calm under pressure.
• Flexibility in learning multiple, detailed tasks.
• Friendly and cooperative disposition.
• Willingness to ask questions when necessary.
• 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.

Appointment Information

This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 4/11/2023. Salary is commensurate with experience.

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 (CST) on 04/11/2023. Apply for this position using the Apply Now button at the top or bottom of this posting. 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. 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 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, COVID-19 vaccination requirement, 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: 1016258
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu