Provides specialized office support for University Housing Facilities Operations and Facilities Maintenance. This role plays a key part in supporting the organizational goals and responsibilities of University Housing by managing essential administrative tasks. All University Housing staff will engage and contribute to a culture of diversity, equity, and inclusion within University Housing. 22

Duties & Responsibilities

HR and Workplace Support

Serve as the first point of contact for new hires within Facilities Maintenance, including Maintenance Inspectors, Maintenance Supervisors, Craft & Trade workers, and Building Service staff.
Manages the scheduling of interviews, preparing interview results, generating offer letters, and providing onboarding documents to Human Resources, Payroll, and other departments as necessary.
Process department-specific HR documents for employee position transfers, retirements, or separations.
Act as the primary contact for on-the-job accidents, coordinating with HR and facilitating transportation if required.
Provide medical updates to Housing Human Resources and claims management, send work release documentation to Payroll, and maintain records of incidents.
Manage the open position report and share seniority reports with relevant management teams.

Office Support and Timekeeping

Anticipate and respond to the office support needs of the Facilities team, independently managing lower-level duties or supervising staff to ensure efficient operations.
Approve timecards through University Housing’s timekeeping system and perform annual performance evaluations for direct reports, including staff and student workers.

Office Operations and Data Management

Utilize various computer systems such as Microsoft Windows, TMA, Banner, Chrome River, University Housing Intranet, Kronos, iBuy, and F&S AiM request system to support daily operations and ensure smooth workflow within the department.
Review and manage the documentation related to merchandise received, ensuring accuracy before sending to management.
Monitor the balance of vendor logs and update management with relevant information as needed.

Meetings and Scheduling

Attend and contribute to regular accounting and inventory meetings. Schedule and reserve meeting spaces through EMS and assist in the preparation of necessary documentation.

Additional Duties

Perform other duties as assigned to support the operations of the Facilities unit.

Minimum Qualifications

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

Knowledge, Skills and Abilities

Knowledge of administrative procedures and systems, including word processing, record management, and office terminology.
Ability to assess customer needs, maintain high-quality service standards, and evaluate customer satisfaction.
Understanding of the structure and content of the English language, including spelling, composition, and grammar.
Knowledge of computer systems and software necessary for data entry and processing of information.
Capable of managing material resources, ensuring the appropriate use of equipment, facilities, and materials.
Strong communication skills, with the ability to adapt messaging to meet audience needs.
Ability to assess the costs and benefits of various actions and make well-informed decisions.
Ability to interpret written information and apply general rules to solve specific problems.
Ability to provide direction to subordinates, set performance standards, and monitor progress toward goals.

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 close of the search.

The collective bargaining agreement sets a wage of $44,267.08. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. Sponsorship for work authorization is not available for this position.

For more information regarding employment at University Housing, please visit our recruitment website at University Housing Recruitment. The University of Illinois offers a wide variety of benefits which include paid leave and holidays, please visit University Benefits to learn more.

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 9, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. 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. When submitting your application, please submit a cover letter, resume and names/contact information for three professional references. 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 Housing Human Resources at hr@housing.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.

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: 1028315
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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