Office Administrator

Office Administrator

Posting Category:

About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu.

Application deadline: 5/27/2024

Minimum Starting Salary: $20.52 per hour/7.5 hour workday

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.

Minimum Qualifications:
1. High school diploma or equivalent.
2. Any one of the following from the categories below: A. Four (4) years (48 months) of work experience comparable to the third level of this series. B. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Physical Demands:

• Sitting : Constantly

• Talking : Frequently

Union Affiliation: This position classification is represented by University Professionals of Illinois, Local 4100 Service, Clerical or Technical Union.

Employment Policies and other information:

Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.

UIS an affirmative action/equal opportunity employer with strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with state and federal law.

Residence Reference: For full consideration, applicants must be residents of the State of Illinois.

UIS employees are strongly encouraged to stay up to date with the most recent COVID-19 vaccination available as a barrier to serious illness.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.

UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.

• You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
• Your pension from the State Universities Retirement System may affect the amount of your:

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 by contacting UIS HR at hremployment@uis.edu or call 217-206-6652.