Office Manager

College of Liberal Arts & Sciences

University of Illinois at Urbana- Champaign

Job Summary

Duties & Responsibilities

• Departmental Administration
  • Maintain EO and departmental calendars, directories, and listserves, schedule appointments, meetings, and other departmental activities.
  • Screen calls, administer departmental email responses, and provide accurate information and/or refer calls to appropriate staff members.
  • Compose and send correspondence and email on behalf of the EOs.
  • Act and sign on behalf of EOs as delegated. Represent the department at campus meetings as requested.
  • Coordinate departmental work orders for office maintenance and technical support.
  • Schedule and coordinate departmental events, lectures, seminars, and symposiums.
  • Coordinate departmental space assignments, prepare faculty and graduate assistant offices as needed. Oversee departmental display cases and the library.
  • Attend faculty meetings for EALC and SLL, take and distribute minutes.Organize and maintain units' operational records and files in electronic and paper form.

• Faculty Administration
  • Administrative support in academic matters such as promotion and tenure, third-year reviews, sabbatical and other leaves, award nominations, fellowships, Scholars' Travel Fund, and Research Board applications.
  • Responsible for the collection of required materials, formatting, editing, and transmitting them to the appropriate administrative office.
  • Monitors and records results for ease in departmental tracking.
  • Manage the administrative process for departmental courses and curricula.
  • After consultation with EOs, prepare course schedules in Banner, process teaching assignments, and manage issues concerning student registration. Administer enrollment controls, restrictions on courses, and complete student overrides as needed.
  • Oversee book order submissions and approvals.
  • Coordinate elections for departmental and campus committees and for units' representation in the UIUC Senate.
• Student Administration
  • Prepare application files for all awards, scholarships, and Graduate Conference Travel, and the committee documents for review and submissions to the Graduate College.
  • Process the reimbursements of awards after the selection of winners and travel is completed.
  • Liaison between the donors and the award winners.
  • Prepare letters for Graduate Students (SS, OISA, Housing, etc.).
  • Coordinate prospective graduate student visits to campus (travel, hotel, itineraries), including those in conjunction with the College recruitment activities.
• Financial Administration
  • Initiate, review, and maintain awareness of EALC and SLL budgets and authorize departmental expenditures.
  • Participate in day-to-day fiscal decisions.
  • Authorized P-card owner to make purchases for the department units.
  • Authorized user for the Travel Expense Management (TEM) system.
  • Assist the EOs in alumni relations. Liaison with the SLCL Business Office and the UI Foundation to coordinate the receipt and disbursement of endowment funds.
• General Administration
  • Facilitate graduate assistant appointment process, in consultation with EO and SLCL human resources personnel.
  • Assist Visiting Faculty and Scholars with travel and library access.
  • Answer and facilitate needs for 2nd floor faculty and staff for fellow Office Managers in their absence.
  • Work with the supervisor for the smooth operation of the 2nd floor on a rotating basis with other EO support staff.
  • Ensure time is accurately recorded in the SLCL time management system on a bi-weekly basis.
  • Other related duties as assigned to further the mission of the departments.

Required Qualifications

1. High school diploma or equivalent. 2. 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, staff, and parents
• Commitment to creating an inclusive environment
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
• Ability to easily and quickly pivot from one task to another 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
• Ability to handle sensitive matters with tact and diplomacy
• Knowledge of University and College requirements, procedures, rules, and regulations
• Ability to use the internet to obtain necessary information
• Proficiency in Microsoft Office Suite, including Word and Excel

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. The collective bargaining agreement sets a wage $46,055.10. Hybrid work options may be available for this position after an initial on-site training period, 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 July 16,2025. Apply for this position using the Apply Now button, and upload your cover letter, resume (months and years of employment must be included), 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.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. 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 slcl-hr-office@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.

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.

For assistance with resume creation and mock interviews, please follow this link for University of Illinois Human Resources workshops (held every other week): https://illinois.csod.com/ux/ats/careersite/1/home/requisition/1595?c=illinois

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.

Requisition ID: 1031271
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu