Office Manager - Department Of English

Office Manager - Department of English

University of Illinois at Urbana-Champaign

The Department of English is searching for an Office Manager to provide support to the English Undergraduate Studies Office, including the Director and Associate Director of the Undergraduate Rhetoric Program and Director of Business and Technical Writing (BTW), Business Office, graduate assistants, and faculty across the department. Serves as clerical support for the Undergraduate Studies Office.

Duties & Responsibilities

Registration, Class Scheduling, & Course/Faculty Assistance

• Understand and meet policies, procedures, and deadlines for course scheduling. Drives the department calendar for staffing and scheduling

• Administer course requests and preference forms each semester, including updating the form and collating the data for all users

• Design departmental schedules in all course rubrics (ENGL, CW, RHET, BTW) for each fall, spring, and summer term based on input from the Associate Head and Directors of Creative Writing, Rhetoric, and BTW

• Work with Catalog Management and Section Scheduling to schedule classrooms by given deadlines and facilitate ongoing instructor requests

• Request and input course descriptions into BANNER

• Create and update details accurately in BANNER, including meeting times, instructors, course types, classroom locations, maximum enrollment, appropriate restrictions, and more by relevant deadlines and as needed

• Manage course enrollments during registration periods and as needed

• Manages coordinating with other departments on course needs, ensuring the proper restrictions are added and seats saved

• Provide necessary staff and students with information on courses each semester and notify parties of changes

• Process overrides, independent studies, late course adds/drops, and other administrative needs related to courses

• Assist students with questions and problems they incur while attempting to register for classes. This may include availability, restrictions, providing overrides, instructing on adding/dropping classes, student holds, independent study/research, etc.

• Administer course evaluations each semester through the Office of Measurement and Evaluation

• Serve as the primary textbook liaison for the department, including requesting and conveying book orders to the appropriate parties, such as course directors for approval and the Illini Union Bookstore

Support Activities

• Update, create, and manage student and faculty lists, utilizing appropriate reports and databases, or contacting necessary offices. Provide reports, numbers, figures, and lists to others within the office

• Manages office clerical work: Drafts and revises forms and memos as needed. Composes responses to inquiries involving the transmittal of information

• Reception duties: Answers inquiries via phone and in person. Responds to phone messages/emails within 24 business hours and provide the necessary follow-up in a timely manner. Answers general questions, connects guests to other offices and resources, redirects questions to advisors or other staff, assesses the urgency of student needs, and addresses them accordingly.

• Assist undergraduate office as needed with other items, including: contacting students, sending appointment reminders, data entry of student appointments, scheduling meetings, communicating course updates, etc.

• Substitute and provide back-up support for other support staff in the Department, coordinating phone calls and emails

Other Responsibilities and Duties

• Assist Business Office and other department programs

• Other duties as assigned

Required Qualifications

• High school diploma or equivalent

• Two (2) years (24 months) of work experience comparable to the third level of this series

Preferred Qualifications

• Solid interpersonal skills and professional acumen

• Ability to communicate effectively and professionally, build rapport, and establish effective working relationships with students, faculty, staff, and parents

• Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion

• Ability to work harmoniously with faculty, staff, and students from a wide variety of 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

• Attention to detail

• Ability to maintain confidentiality in all business matters

• Ability to handle sensitive matters with tact and diplomacy

• Ability to use the internet to obtain necessary information and use fax machines, copiers, phones, printers, etc.

• Ability to obtain knowledge of the University of Illinois at Urbana-Champaign organization, structure, policies procedures, activities, and programs

• Ability to obtain knowledge of departmental matters including undergraduate course offerings and requirements and business matters

• Ability to obtain knowledge of BANNER, UgradRecs, Appointment Scheduling, MS Office, Outlook, ATLAS Reports, EDDIE Reports, UIUC Webtools, DMI, and key websites and software necessary for the position

Appointment Information

This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline 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 $22.701/per hour. Sponsorship for work authorization is not available for this position.

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 (Central Time) on Wednesday, July 10, 2024. To apply for this position, please create a candidate profile at https://jobs.illinois.edu, use the Apply Now button on the posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. 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 lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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.

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: 1025120

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu