Office Administrator

Summary:

Works under the direction of the Dean of the College of Business and Management in support of the College. Responsible for initiating and coordinating the office support functions required for the effective implementation of administrative policies of the College. Duties performed require extensive knowledge of the programs, policies, and procedures of the College and UIS and the ability to operate computer systems, using word processing, database and software packages unique to the College and the University campus. 

Duties & Responsibilities:

• Provide support to the Fiscal Officer. Under direction of the college fiscal officer, responsible for routine fiscal transactions (IBuy, Central Stores, Pcard, Tcard, TEM, etc.) and accounts of the college in compliance with college and university. 
• Assist with the centralized course schedule entry process for the College. Upon receipt of Report from the Assistant to the Dean, work with program chairs to obtain course schedules, update the report accordingly and return to the Assistant to the Dean. If requested, assist with catalog changes, curriculum changes, and assignment of course numbers for catalog. Upon request, make changes to course schedules using Schedule Section Change form, add instructors, change enrollment caps, enrollment permissions, etc.
• Maintains college planning and operational activities calendar; coordinates and expedites necessary actions to ensure deadlines are met. Maintains Dean's calendar within a closed schedule. 
• Coordinate a variety of meetings and events for the college. Provides staff support for the college Executive Committee and Cabinet meetings: take, transcribe, and distribute minutes; initiates agenda; coordinate locations. 
• Performs quality control review of documents for Dean's signature. Coordinates paperwork flow of all documents requiring the Dean's signature, ensuring documents are recorded and delivered to the proper unit.
• Reviews overall work production, cost, equipment and staff resource utilization to evaluate progress in achieving goals, objects, and cost effectiveness.  Recommends/implements actions to improve overall effectiveness in the dean's office and in each department of the college.
• Maintains an overall awareness of the annual academic personnel calendar and collection of Dean's Office personnel documents; coordinates and expedites necessary actions to ensure deadlines are met. Assists with notifications and associated processes while also maintaining a high level of confidentiality.
• Maintains and monitors inventory of office facilities, equipment and supplies.
• Composes correspondence which requires the interpretation, explanation, updating, or defense or college/department policies and guidelines, including but not limited to business continuity planning, strategic planning processes, administrative or programmatic functions.
• Responsible for content and maintenance of college website and Facebook page. Assists academic departments in the college with website and social media content, publishing and maintenance. 
• Serves as a resource person for staff of external units regarding any aspects or questions regarding the college or any of the departments within the college, including but not limited to curriculum, fiscal questions, calendars, departmental business and faculty research/interests.
• Develops and implements procedures for paperless recordkeeping systems to support the clerical functions performed of the college. These systems will include all student forms, faculty forms and reporting, catalog and schedule forms and documents, inventory, TEM and Pcard transactions, among other system documents and records needed to ensure accuracy and efficiency in the college. Monitor and process reimbursements of travel, faculty development and other program expenses.
• Keeps up to date record of college emergency contacts and serves as college Emergency Coordinator.
• As necessary, prepares reports which require the synthesis or integration of a variety of subject areas or the summation of the individual contributions of staff members or sub-units. E.g. department expenditures, faculty workloads, student enrollments. 
• Assist with the maintenance of the adjunct data base and the hiring process of new faculty and adjuncts.
• Perform other duties as assigned by the Dean.