Office Manager - Industrial And Enterprise Systems Engineering

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

Applications must be received by 6:00 pm (CST) on July 1, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 Stacie Mertes at smertes@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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: 1025113

Job Category: Administrative Support

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