Office Manager - Applied Research Institute

Office Manager

Illinois Applied Research Institute

The Grainger College of Engineering

The Illinois Applied Research Institute (ARI) seeks an Office Manager to work in a team environment to provide administrative support for the day-to-day administrative functions for the Applied Research Institute staff and to the Director. The Office Manager is responsible for nurturing a network of support throughout the College and managing the network with sensitivity and respect for the position of departmental counterparts.

Duties & Responsibilities

1. Assist with purchases, including maintaining an accurate inventory of items and supplies, and ordering supplies as needed/requested, and tracking expenditures.

• Responsible for managing the primary Purchasing card (P-Card) and Travel Card (T-Card) for the unit. Responsible for correct procedures for purchases as well as accountability of filing system.
• Manages files and records by establishing and modifying comprehensive systems which may include confidential materials (p-card, t-card, property accounting, invoice vouchers, travel vouchers, requisitions, purchase orders, student records).
• Manages supply orders and ensures delivery to the appropriate party needed and requested.
• Maintains coffee and refreshment supplies for general office use, group meetings, and visitors as needed.

2. 2. Provide general administrative support to ARI staff, including calendar management, travel arrangements, and filing.

• Managing the Director’s calendar.

- Works independently to manage travel arrangements for ARI staff and visitors, using P- and T-cards as appropriate according to applicable University and College policies and procedures. Includes creation of itineraries, maps/directions, and confirmation of hotel and transportation arrangements.

• Maintains, distributes, and controls access to departmental space keys, prox cards, building access cards and parking passes. Responsible for other office support tasks associated with the successful and efficient operation of the ARI office.
• Maintains the general orderliness and organization of the common areas of the office, i.e., the work/supply room and filing/storage space.
• Responsible for collaborating with the Director and staff to complete content updates to the ARI website, including requests to ARI staff for updates, new materials, etc.
• Submits and tracks work orders as needed with internal and external contacts. Includes submitting and monitoring to completion work orders as appropriate to Engineering IT, Facilities & Services, Fox Development Corp, and C.V. Lloyde, among others.

3. 3. Independently schedule, organize, and facilitate meetings, seminars, and workshops, including:

• Overseeing schedules and requesting the availability of internal and external stakeholders utilizing various tools such as Outlook, Doodle polls, or When2Meet.
• Securing meeting room reservations or creating Zoom/Microsoft Teams meetings/webinars, obtaining, and maintaining recording permissions, uploading recordings as appropriate, taking detailed/accurate meeting notes and distributing/posting as needed, and updating online event calendars through Illinois Webtools.
• Providing real-time support for meetings, including generating relevant materials, agendas, and reports, setting up the room, escorting visitors, providing accurate Zoom/Microsoft Teams links to relevant online events, ordering food, and coordinating audio/visual equipment as needed.
• Managing and updating calendars for all ARI conference rooms and meeting spaces.

4. 4. Serve as the primary point of contact and liaison for the Applied Research Institute, including greeting visitors, screening all communications, responding to inquiries, and routing inquiries to the appropriate person; exercises judgment in distributing incoming correspondence to the Director and staff for action.

• Oversees and handles all incoming calls on the main phone line, answering questions and assisting callers in an appropriate and timely fashion.
• Create, edit, and proofread confidential documents such as correspondence and forms with responsibility for determining format and checking spelling, punctuation, and grammar. Print letters and correspondence in appropriate format. Compose routine correspondence.
• Facilitate proactive follow-up on outstanding tasks, including sending reminders, to ensure timely completion.

Minimum Qualifications

• High school graduation or equivalent.
• Two (2) years (24 months) of work experience comparable to the third level of this series.

Preferred Qualifications

• Experience with Banner, P-Card Web Solutions™, iTravel, iBuy, and Chrome River.
• Experience interpreting University of Illinois business guidelines, policies, and procedures.
• Experience with campus platforms, such as Webtools, Airtable, Site Manager, Email , WordPress, and departmental portals

Knowledge, Skills, and Abilities

• Excellent detail-oriented, organizational, and administrative skills to operate effectively in a fast- paced environment.

• Ability to work in a team environment.

• Ability to communicate effectively, both orally and in writing, including interacting professionally and effectively with a wide array of people including senior administrators, faculty, and staff from across the College and campus.
• Initiative to plan and execute work with minimal supervision.
• Ability to independently organize and prioritize daily duties for efficient office management.
• Ability to multi-task, while coping with numerous interruptions and maintaining a calm and pleasant demeanor.
• Ability to be flexible and handle unexpected and urgent (often last-minute) requests from key constituents.
• Mature judgment to determine what information can be given out, to whom, and when. Ability to maintain confidentiality.
• Demonstrated willingness to learn new duties and ask questions to work in a cooperative and collaborative administrative environment.
• Proficiency in the use of the Microsoft Office suite of products is required, including Outlook, Word, and Excel, as well as willingness and ability to learn new software packages as needed.
• Full-time in-person work is required/expected.

Appointment Information
This is a 100% full-time Civil Service Office Manager position appointed on a 12-month 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 $21.83 per hour. The employee hired into this position will be expected to work onsite on a full-time basis.

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 (CST) on August 29, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. 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. For further information about this specific position, please contact Summer Redman at sredman@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, COVID-19 vaccination requirement, 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: 1019435
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu