Office Manager

3 weeks ago

Urbana, United States University of Illinois Urbana-Champaign Full time

**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 logístical 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.
- Knowled

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