Office Manager – Residential Life Inclusion and Leadership Education – University Housing

University Housing - Residential Life

Job Summary
Performs office support duties for Inclusion and Leadership Education, as well as Residential Life/University Housing related functions. Perform a wide variety of office support tasks that require the use of judgment and initiative. An in-depth knowledge of the organization, programs, policies, and procedures of the unit as related to the work of the Assistant Director of Residential Life Inclusion and Leadership Education and their designee(s), along with the ability to operate computer systems utilizing various office software packages (especially MS Excel) is essential to the performance of duties. Employees at this level function with the independence and authority that have a significant impact on the unit. All University Housing staff will engage and contribute to a culture of diversity, equity, and inclusion within University Housing.

Duties & Responsibilities

• Maintains records of fiscal transactions, including I-Buy, purchasing-card, departmental-card and travel-card expenditures for Residential Life involving a variety of accounts and provides advice regarding the appropriateness of requested expenditures.
• Maintains file and records systems for a University Housing/Residential Life, which may include confidential materials such academic records, student employee files, and/or financial statements.
• Coordinates, monitors progress, and expedites unit operational projects, meetings, conferences, and travel arrangements for staff and students. Including but not limited to:
  • Initiates, gathers, provides, clarifies, and interprets information through the identification and selection of appropriate sources.
  • Prioritizes the Residential Life fundraising program (linen, carpet, and care package sales, microfridge rentals, and storage and delivery services) incoming mail and drafts initial responses of the activities of the fundraising program and/or the procedures of the unit.
  • Composes correspondence and reports requiring knowledge of the activities of the fundraising program, I-Guide Move-In program, and/or the procedures of the unit.
  • Provides guidance to student office assistants.
• Maintains a calendar of operating or administrative commitments for Assistant Director and Program Coordinators and notifies the affected staff and students of deadlines. Prepares necessary materials for the Assistant Directors’ and Program Coordinators' meetings as directed. Reviews and edits documents prepared by the Assistant Director and Program Coordinators for content and appropriate spelling, punctuation, syntax, and format; edits and modifies document(s) as necessary.
• Composes correspondence, memos, and reports that represent the supervisor’s position. Reviews supervisors’ incoming, or forwarded, mail, selects items and responds independently within scope of responsibility, and provides drafts of responses and/or relevant documentation for remaining items. Signs documents for Assistant Director and/or Program Coordinators of Residential Life as directed.
• Manages student leadership suite space functions such as requests for access for student staff and leaders, coordination of reservations/rentals of leadership suite materials and equipment, and organization of leadership suite resources. Participates in selection and training of unit clerical and student staff as needed.
• Researches information to assist with unit decision making related to policy, procedure and purchasing. Develops reports requiring knowledge of the activities of the Office of Residential Life.
• Provides office coverage for the leadership suite and assists with coverage needs for other Residential Life administrative offices as needed. Performs other duties as assigned.

Additional Physical Demands

Position involves remaining in a stationary position for long periods, moving items and occasional personal contacts/meetings in other locations on campus. The work is performed in an office setting. The workspace is shared with other staff and students. There is regular student and staff traffic through the shared workspace. Interruptions are likely a regular part of the workday. Volume of work is high, particularly during the academic year.

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.

Knowledge, Skills and Abilities

• Extensive knowledge of office support and general office practices and procedures.
• Knowledge of MS Office suite of products, particularly Outlook and Excel.
• Ability to keyboard accurately.
• Extensive knowledge of spelling, grammar, punctuation, sentence and paragraph structure and formatting.
• Ability to work with a diverse student and staff population in a professional and productive manner.
• Ability to manage financial spreadsheets.
• Advanced oral and written communication skills.
• Ability to operate standard office equipment such as document production and reprographic equipment.
• Ability to utilize various software packages and ability to learn new databases.
• Ability to work in an environment with diverse staff and students.
• Ability to work in a fast-paced environment.
• Ability to work in an open workspace shared with other students and staff.
• Ability to supervise student staff.
• Ability to manage and prioritize multiple projects.

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 9/23/2024. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for Office Manager is $44,267.08

For more information on employment at University Housing, please visit our recruitment web site at: Employment with University Housing

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

The University of Illinois offers a wide variety of benefits https://www.hr.uillinois.edu/benefits including paid leave https://www.hr.uillinois.edu/leave/holidays

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on September 11, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. When applying for this position, please submit a cover letter, resume, and the names, phone numbers and email addresses for three (3) professional references. 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 reslifejobs@illinois.edu . For questions regarding the application process, please contact 217-333-2137. Sponsorship for work authorization is not available for this position.

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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.

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Requisition ID: 1026406
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu