Office Manager - LAS Office of Advancement

College of Liberal Arts & Sciences

University of Illinois at Urbana-Champaign

Duties & Responsibilities

Administrative Support

Special Events

• Coordinate preparations for college/department events
• Monitors multiple event registration numbers
• Compiles guest lists and maintains spreadsheets for events
• Produces name badges
• Assembly of event registration packets
• Confirms catering /facility arrangements and makes changes as necessary
• Assist with set up of events and help during event
• Must be available to work some weekends/and or evenings
• Creates e-mails and forms in Webtools for events
• Runs reports in Webtools for director for each event
• Anticipates needs for events and Director and proceeds accordingly
• May involve lifting of up to 25 lbs. occasionally
  
  

Directors of Constituent Engagement and Development

• Coordinates and makes necessary travel arrangements as requested by directors
• Maintain contact on behalf of Director (s) with staff members in the College of Liberal Arts and Sciences, U of I Foundation, and other campus units
• Utilize the TED database to enter confidential information on alumni records from contact reports • Compile confidential information and materials for use by the Directors
• Screens and directs calls for the Advancement Office
• Maintain Director(s) calendar(s), scheduling meetings and appointments and making changes as needed
• Maintain and update confidential files for directors
• Anticipates need of Directors for meetings and travel and proceeds accordingly
• Run queries in TED to produce reports and lists for principles
• Provide back-up support for other clerical staff within the Office of Advancement.
• Other duties as assigned to further the mission of the unit

Financial Support

• Has proxy authority of principles to produce expense reports for reimbursement of travel card and personal expenses incurred
• Enters p-card & t-card charges for reconciliation for principles

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:

• Strong interpersonal and communication skills
• Ability to work independently, take initiative, and make decisions
• Excellent organizational skills
• Excellent proofreading skills
• Commitment to creating an inclusive environment
• Knowledge of travel logistics
• Knowledge of personal computer systems
• Knowledge of Microsoft Office software
• Knowledge of office procedures and practices
• Clerical skills such as accurate typing
• Knowledge and use of proper grammar, spelling and punctuation

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 wage for this position is $44,267.08. Hybrid work options may be available for this position, with the ability to be on-site at the Champaign-Urbana campus as needed 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 May 29, 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 all 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 offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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: 1030540
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu