Office Administrator

3 weeks ago

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

**Office Administrator - Department of Dance**:
**College of Fine and Applied Arts**:
Job Summary

Under supervision of the Assistant Head of Programs, initiate and coordinate office support functions required for the effective implementation of administrative policies of the Department of Dance.
- Duties & Responsibilities
- Calendar Management and Communication
- Participates in the analysis, design, and implementation of office information and communications systems (Departmental Timeline, Space Charts, Departmental Weekly Updates, Departmental Calendars).
- Supports the Department Head in the following ways: oversees calendar, schedules appointments, and prepares necessary meeting materials.
- Answers inquiries that require clarification around administrative, departmental, and programmatic policies and procedures for faculty, staff, students, visitors, and the public.
- Records and transcribes departmental business as needed.
- Serves as the first point of contact for the department: Greets visitors, answers telephone calls, receives incoming mail, relays calls and messages to appropriate staff, responds as appropriate or re-directs inquiries to the appropriate parties as needed.
- Supervise, plan, and coordinate the technical aspects of Dance at Illinois spaces.
- Liaison with student RSO groups and other community groups regarding studio space requests and rentals.
- Generate space calendars in consultation with the Chair.
- Administrative Support
- Serves as primary administrative support for the department.
- Coordinates and expedites necessary actions regarding organizational activities and travel.
- Develops and implements procedures and recordkeeping systems to support the administrative functions performed by the department.
- Prepares reports for department Head as needed.
- Oversees management of guest artist apartment.
- Update, maintain, and coordinate department distribution lists, databases, and departmental records.
- Supports the Assistant Head as liaison with the Performing Arts Service Center business office and Human Resources Service Center as needed including submitting appointments, purchase needs, and other supported functions.
- Submits facility work orders and manages unit equipment.
- Purchases supplies and food in support of student, faculty or recruitment activities etc.

Additional Physical Demands
- 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.

Preferred Qualifications

Bachelor's degree
Demonstrated experience with Microsoft Word, Excel, Google Docs, and Box, among others.
Experience or familiarity with providing operational or clerical support for a dance program.
BANNER certified.

Knowledge, Skills and Abilities
- Detail oriented and able to meet deadlines.
- Creative thinker/problem solver who can self-motivate and prioritize tasks.
- Strong communication skills both verbally and written.
- Skilled in interacting with a wide range of populations from students to faculty, staff, and the general public.
- An interest in social media development.
- Fundamental Graphic Arts skills.

**Appointment Information**:
**Application Procedures & Deadline Information**:
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.

**Requisition ID**: 1024982
**Job Category**: Administrative Support

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