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Office Manager

4 months ago

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

**Office Manager**

**Industrial and Enterprise Systems Engineering (ISE)**

**The Grainger College of Engineering**

**University of Illinois Urbana-Champaign**

The department of **Industrial and Enterprise Systems Engineering **in The Grainger College of Engineering seeks applicants for an **Office Manager** position. This position provides general administrative and operational support for faculty to include research related support, event organization, course material preparation and proposal preparation.

**Duties and Responsibilities**:
Faculty Support - Research:

- Receives and prioritizes incoming work from and provides assistance to all ISE faculty; composes letters, memos, reports, forms, charts, or other documents from oral instructions or notes; copies and assembles materials, packets, etc. to meet frequent immediate and/or short-term needs.
- Provide non-technical/editorial support of manuscripts, research proposals, technical reports and technical journal articles. Compose letters/documents as directed by faculty on their behalf or for their signature.
- Reviews outgoing materials for completeness, attachments, dates, and signatures. Composes general correspondence and written material; review and edit documents for appropriate spelling, punctuation, syntax and format.
- Manages complex calendars, arranges for meetings, appointments, and travel arrangements. When necessary, make/change meetings for principals as necessary. Obtain needed information for meetings as needed and advise/remind principals of details. Assists in coordinating faculty or departmental events, including conferences, seminars, and colloquia.
- Assist with scientific journal or conference editorial responsibilities when necessary.
- Assists faculty with website maintenance. Keeps website current, determines sources of and compiles information for updates and input.

Travel and Purchasing:

- Support Travel related purchases through Travel request via portal, T-card pre-travel or post travel purchases, reconciling Chrome River Expense reports (with receipts).
- Support purchasing through portal requests, or purchase orders from online websites using the University P-card. When using P-card, will require reconciling with Chrome River (with receipts). These purchases can include non-material purchases such as memberships to annual society.

ISE Front office (back up):

- In case of absence, serve as back up to basic Front office needs.
- Assist in supporting Department head and department-wide events as needed.
- Faculty and Student support

Other related duties as required to support the mission of the department.

**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**:

- OBFS Certified Business Administrator

**Knowledge, Skills and Abilities**:

- Knowledge of various office machines; Windows-based computers and large production copiers. Knowledge of Microsoft Outlook, Word, Excel, as well as Microsoft Access, and the position may involve advanced training.
- Knowledge of generally accepted office procedure and protocol according to UI Policy and Procedures and Gregg Reference Manual. OBFS Certified Business Administrator preferred.
- Excellent interpersonal skills.
- Excellent typing skills for correspondence, reports and compilation of materials that demand accuracy as well as proper grammar, punctuation and spelling.
- Effective verbal and listening communication skills.
- Self-motivated, independently responsible, and resourceful in the way he/she performs the job.
- Ability to determine deadlines and arrange priorities for tasks and projects.
- Skill in superior interpersonal communication for interaction with a large and diverse population.

**APPOINTMENT INFORMATION**

This is a full-time Civil Service **Office Manager** position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing 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). Employees hired into this position will be expected to work onsite on a full-time basis. Work authorization is not available for this position.

**APPLICATION PROCEDURES AND 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**: 1025113
**Job Category**: Administrative Support