Office Manager - Illinois Global Institute

College of Liberal Arts & Sciences

University of Illinois at Urbana-Champaign

The Illinois Global Institute is seeking to hire an Office Manager that is responsible for the administrative support for the Illinois Global Institute (IGI) Office of the Executive Director.

Duties & Responsibilities

IGI Administrative Support

• Provide administrative support to the IGI administrative staff.
• Provide administrative support to the ISAR program when needed.
• Provide calendar management and correspondence support to the IGI Executive Director.
• Provide calendar and correspondence support to the IGI Deputy Director.
• Schedule and set up IGI administration meetings and events, including development and distribution of agendas.
• Reserve rooms, secure catering, order supplies, print agendas, record as needed, take minutes, and send meeting notifications.
• Send announcements and other information for IGI administrative meetings, events, and general operations.
• Maintain overall awareness of the Institute’s activities and attend and participate in events as needed.
• Coordinate travel arrangements for IGI staff and guests including hotel reservations, airline tickets, and transportation and process expenses in Chrome River. Serve in a backup role for other IGI units.
• Coordinate and complete travel, honoraria, lodging, catering, and other logistical needs for IGI administration events (e.g., workshops, conferences, and lectures). Serve in backup role for other IGI units.
• Purchase supplies and equipment and process requisitions, contracts, and expense reports through Chrome River, iBuy, and Contracts+ as needed. Serve in backup role for other IGI units.
• Hold P and T cards for IGI.
• Process journal vouchers (JVs).
• Process PZAREDS, in communication with HR staff, as needed.
• Hire and supervise undergraduate, graduate, and extra help employees at the Green Street location.

Grants and Fellowship Support

• Provide support to the IGI Grants and Fellowships Coordinator.
• Schedule regular FLAS meetings with FLAS coordinators.
• Assist with organization of FLAS information and orientation sessions.
• Review student scholarships, fellowships, and waivers in Banner for accuracy.
• Send correspondence on behalf of the G&F coordinator.
• File needed documentation on SIEs and other special requests for use of grant funds.
• Match expenses to grant budget lines monthly.
• Monitor fellowship and scholarship submission requests from units.
• Reconcile FLAS grant accounts monthly.
• Process awards in DAWS.
• Submit student account payment requests (SAPR) for payments to foreign national students.
• Request student documents for SAPR payments.

Space Management Support

• Manage Coble Hall and Green Street conference rooms and reservation requests.
• Assist with scheduling student workspace in Coble and Green Street.
• Serve as IGI’s contact with JSM building management for maintenance and keys.
• Serve as IGI’s contact with 505 E Green BSW staff and supervisors.
• Keep current list of space occupancy for Green Street and Coble offices.
• Serve as backup for Coble building support including keys and work orders.
• Serve as liaison between visiting scholars using IGI space and their departments when needed.
• Keep list of temporary office assignments at Green St. and communicate building updates to them.
• Other duties as assigned to further the mission of the unit.

Required Qualifications

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

Successful candidates will have:

• Ability to communicate effectively with others.
• Solid interpersonal skills and professional acumen.
• Ability to communicate effectively and professionally, build rapport and establish effective working relationships with students, faculty, and staff.
• Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.
• Ability to effectively multi-task and stay organized.
• Ability to remain calm and productive in a busy work environment with frequent interruptions.
• Ability to be self-motivated, prioritize tasks, and exercise good judgment.
• Attention to detail.
• Ability to maintain confidentiality in all business matters.
• Knowledge of University and College requirements, procedures, rules and regulations.

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 the deadline 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. This position is eligible for a hybrid work schedule (remote work and in-person work in Champaign-Urbana each week) after an initial on-site training period, per the University of Illinois workplace flexibility guidelines https://cam.illinois.edu/policies/hr-87-2/. Sponsorship for Work authorization is not available for this position.

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 (Central Time) on January 6, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume, and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. 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 lascollegehiring@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.

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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: 1028127
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu