Office Manager

Program in Jewish Culture & Society, Initiative in Holocaust, Genocide, and Memory Studies & Program in Medieval Studies

College of Liberal Arts & Sciences

Job Summary

Provides administrative support across multiple academic units, including the Program in Jewish Culture & Society; the Initiative in Holocaust, Genocide, and Memory Studies; the Israel Studies Program; and the Program in Medieval Studies. Responsibilities include coordinating unit operations, organizing events, supporting student outreach efforts, and assisting with fundraising and alumni engagement activities.

Duties & Responsibilities

Unit Operations

• First point of contact for the units, including the Jewish Studies and Medieval Studies courses, majors, and minors.

• Sorts mail, screens calls and emails and welcomes visitors. Independently handles routine inquiries, requests, or problems. Prepares correspondence on behalf of unit and Directors. Initiates calls and emails to obtain, verify or clarify information.

• Maintains program calendar of events and accurate listing of programs’ courses. Enters course schedule in Banner. Manages organization of departmental files in electronic and paper form.

• Schedules meetings with units on and off campus. Provide support to faculty meetings and committees.

• Serves as authorized department P-Card owner to make purchases (supplies, etc.) for the units. Processes reimbursement requests via TEM system for faculty, staff, students, and visitors, as necessary. Processes payments for expenses, honoraria and co-sponsorships. Makes travel arrangements as required and make purchases using T-Card.

• Assists with the supervision of graduate assistants and hourly student employees. Submit paperwork to hire student employees.

• Keeps track of donations received. Prepares and sends thank you notes to donors.

• Under the direction of the Directors, develops content and makes copy edits for the programs’ website and social media accounts. Works with Directors and designers to produce programs’ newsletters and distribute announcements (online and brochures) of program courses to students. Ensures LAS Marketing and Communications brand standards are met, and policies are followed.

• Other duties as assigned to further the mission of the unit.

Events

• Supports the planning of programs’ events, including conferences and workshops. Serves as the point person and ensure smooth execution. May staff evening events as needed. Supports contractors who may be hired to assist with specific events or other activities.

• Provides logistical support including securing room reservations, catering, and creating itineraries. Coordinates student hiring, IT support, and communications with units and organizations on and off campus. Reviews marketing materials and working with the designer. Responds to public inquiries. Advise on relevant software options as needed.

• Creates and distributes flyers, makes posts to social media pages, to advertise the event according to LAS brand standards and policies. Sends event reminders.

• Coordinates photo taking at event (for use in program newsletters).

Student Outreach

• Supports promotion of Program in Jewish Culture & Society and the Program in Medieval Studies courses to undergraduate students such as answering questions, distributing written and electronic materials, and scheduling meetings and class visits.

• Distributes information about the programs on and off campus.

• Maintains records for current and former majors/minors, award winners, certificate/concentration students, and fellows Processes all paperwork for majors (Interdisciplinary Studies) and minors (Jewish Studies; Medieval Studies) and students pursuing graduate certificates and concentrations.

Fund Raising & Alumni Relations

• Works directly with the Directors to assist with fund raising grants and contributions as well as researching grants available from educational institutions and private foundations.

• Assists with grant efforts by working with Director and Business Manager to ensure timelines and procedural guidelines are met for developing, submitting, and processing grant proposals.

• Maintains relationships and contact with alumni, members of the community, and other external constituents.

• Organizes regular meetings with the PJCS Advisory Council (an external board of alumni, retired faculty, and other constituents who actively support the Program), and co- sponsored events with partner community organizations in Champaign-Urbana and Chicago.

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.

Preferred Qualifications

• 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. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $46,055.10. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. 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 August 1, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume (months and years of employment must be included), official transcripts for all degrees obtained, 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 offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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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.

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.

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Requisition ID: 1031765
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu