Office Manager

Facilities & Services

Job Summary

Duties & Responsibilities

• Serves as administrative assistant to the Associate Director of Utilities Production. Provides administrative support for the Director of Utilities and Energy Services (UES) as well as UES management staff as needed.
• Assists with data entry and processing of information in the Utilities Production CMMS system, under the direction of the Utilities Building Maintenance Superintendent.
• Establishes and revises the calendar(s) of the Director of Energy Services, the Associate Director of Utilities Production, and other designated member(s) of the Utilities and Energy Services staff, informing them of impending engagements.
• Receives phone calls and provides information requested or transfers calls to appropriate staff, receives incoming mail and responds to items as appropriate, distributes as necessary.
• Coordinates logistical arrangements relating to conferences, meetings and prepares necessary materials and travel arrangements, vehicle rentals, and other administrative tasks for all UES employees.
• Creates expense reports in Chrome River for t- and p-card transactions, acts as delegate in Chrome River to create expense reports for UES staff.
• Creates publications for internal and external audiences (brochures, posters, letterhead, websites, social media accounts, etc.), composes correspondence and other documents, summarizes and compiles data from individual staff or UES shops.
• Anticipates and responds to the detailed office support needs of the unit staff through the independent performance of lower-level duties, including but not limited to assisting with all facets of procurement, receiving, invoice processing, invoice reconciliation, and assisting with the submission of timecards.
• Independently creates, updates, revises and retrieves files and records documents containing confidential or sensitive information. Transcribes and/or records confidential or sensitive information.
• Establishes and maintains records management and inventory records as required, including but not limited to the management of space for UES in Archibus, running reports in EDDIE, maintaining the UES org charts and contact lists, updates to the Abbott Intranet site, and maintaining employee records and personnel files.
• Supervises and assists with the arrangement and execution of training, public functions, lunches, tours and similar type functions for all Utilities and Energy Service employees.
• Performs routine office and plant assignments such as scheduling activities and answering requests from other University units via manual or computerized system. Operates various types of offices equipment.
• Support the Mission, Vision, Values and Guiding Principles of Facilities & Services. Performs other related duties as assigned. Promote safe operations and support departmental safety initiatives and programs.

Additional Physical Demands

Minimum Qualifications

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

Knowledge, Skills and Abilities

• Must be familiar with office computer systems and various computer applications, including but not limited to MS Word, Excel and Outlook.
• Knowledge of Civil Service Rules and personnel procedures applicable to the Power Plant and Chilled Water work force.
• Ability to compile various informal reports with a minimum of oral or written instruction.
• Must be familiar enough with reports and report forms to detect deviations from the norm and report these changes through the proper channel for corrective action.
• Working knowledge and the ability to take figures and other data and compile information into standard report forms.
• An aptitude for figures and ability to type are required. Background in filing and accounting procedures is desirable.

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 7/7/2026. The budgeted salary range for this position is $46,975.50 to $68,084.30. 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. This position is not eligible for any type of sponsorship for work authorization.

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 on 06/17/2026. 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. 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 Syed A. Arshad at sarshad4@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1035960
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu