Office Manager

2 weeks ago

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

**Office Manager**:
**Osher Lifelong Learning Institute**:
Job Summary

Manages OLLI Membership Services, Office procedures, and information systems. Performs accounting, budget, and OLLI faculty payroll operations, and assists with maintenance of information systems and software programs. Maintains a good working relationship with the Director, other office personnel, the OLLI Advisory Council and committee members, and all OLLI members, volunteers, and guests. Assists with other duties as necessary for the smooth operation of OLLI. Because of the nature of this position, the ability to work full time in the OLLI office is essential.
- Duties & Responsibilities

**Membership Services**:

- Provide registration, orientation, and enrollment assistance to OLLI members.
- Serve as the liaison between members and other departments on campus, including Technology Services and i-Card Center.
- Serve as a resource to prospective and current members by explaining OLLI programs, policies, and benefits.
- Maintain membership files and update with changes when needed.
- Monitor calendars daily for appointments.
- Direct traffic flow to appropriate locations.
- Notify members of upcoming events and important dates.
- Assist with OLLI events when needed.
- Monitor and maintain library and coffee area daily.

**Office Management**:

- Serve as first point of contact at the office welcoming visitors and members.
- Manage the office which includes answering phones, maintain a filing system, sorting and distributing mail, coordinating and sending internal and external correspondence, coordinating calendars, ordering office supplies in a timely manner and conducting research when necessary.
- Responsible for faculty payroll. Adhere to the current university policies regarding faculty payments by working with a representative from the Swanlund Human Resources to determine types of payment for each instructor and initiate the necessary paperwork (e.g., Service in Excess, Academic Hourly, vendors, etc.).
- Ensure necessary forms are completed and submitted prior to the start and at the end of the semester.
- Maintain all necessary accounting records and send required periodic reports to the Chancellor/Provost shared business services.
- Ensure records of expenses for the budget review are current and readily available to the Director through Box and other collaborative interfaces.
- Maintain records and identify variances from budget categories. Manage all cash, check, credit card, and online payment transactions.
- Coordinate travel plans and process TEM and PCard transactions.

**Information Systems**:

- Maintain all information systems and registration databases which includes membership, courses, study groups, event enrollment, and electronic publication subscription lists.
- Update the office procedures manual as necessary.
- Work with University of Illinois Foundation to enter new members into the fundraising database.
- Assist with development and transition to new website and registration system.
- Assist with maintenance of our website to ensure information accuracy and effective communication and update as necessary in a timely manner.
- Update the reception area monitor weekly.
- Maintain an online archive of past OLLI events.
- Assist in increasing and maintaining OLLI presence on social media, i.e., Facebook, Instagram, etc. and maintaining website, YouTube channel, and other online sites.
- Order changes in telecommunication service or equipment as needed. Notify Swanlund IT Department regarding computer system updates.
- Assist instructors and study group facilitators with course delivery questions, especially those involving classroom or online presentation set-up and delivery, and with document uploads for use by students.

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

Website development and maintenance. Experience with hybrid technologies. Experience working with older adults.

Knowledge, Skills and Abilities
- Ability to work well with other staff and a diverse population of members and volunteers.
- Composure and patience to work competently and consistently with campus and University administration as well as outside constituents.
- Ability to work independently and anticipate the needs of the Director, instructors, and members.
- Ability to perform under constraints to maintain confidence in appropriate matters.
- Ability to re-prioritize work due to frequent interruptions.
- Ability to prioritize assignments and duties to meet specific deadlines.
- Extensive knowledge of secretarial and general office procedures, including knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting with keyboarding accurately at 40 w.p.m.
- Ability to develop and maintain office procedures and revise them as needed.
- Experience with Box and other shar

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