Office Manager - LAS Advancement
University of Illinois

Office Manager - LAS Office of Advancement

College of Liberal Arts & Sciences

Job Summary
The Office Manager is responsible for the coordination of all the administrative functions for the Director(s) of Development in the College of Liberal Arts & Sciences (LAS) Office of Advancement, including calendar management, expense reporting, arranging travel, generating reports from TED database, collecting data, and performing administrative support for the unit.

Duties & Responsibilities

• Has proxy authority of directors to produce expense reports for reimbursement of travel card and personal expenses incurred; reconciles business expense transactions ensuring that University procurement policies are followed.
• Manages all aspects of travel for development directors, anticipating conflicts and proactively resolving them through effective communication with vendors and deep understanding of reimbursement policies.
• Responsible for updating primary addresses, business addresses, e-mail addresses, phone numbers of alumni/donors, and logging donor interactions in TED.
• Screens and directs calls, when possible, independently responds to questions from donors, and LAS units
  Assists with stewardship projects as needed.
• Maintains highly confidential donor, corporate and personnel files for principals.
• Maintains the appointment calendar for directors and coordinating that calendar with those of other professional staff in the unit and College.
• Utilizes TED to create standardized reports.
• Schedules meetings for directors and university staff as needed.
• Prepares necessary materials for meetings and appointments.
• Serves as a liaison with university departments on behalf of the development officer.
• Creates in final format all correspondence except major donor correspondence.
• Provides back-up support for other clerical staff within the College of LAS Office of Advancement and other duties as assigned to further the mission of the unit.

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.
• Awareness of, and sensitivity to, cultural and linguistic differences.
• Commitment to diversity and inclusion.
• Solid interpersonal skills and professional acumen.
• Knowledge of travel logistics.
• Ability to use the internet to obtain necessary information.
• Proficiency in Microsoft Office Suite, including Word and Excel.
• Knowledge of University and College requirements, procedures, rules and regulations.
• Working knowledge of grammar, spelling and punctuation.
• Attention to detail.
• Ability to effectively multi-task and stay organized.
• Ability to be self-motivated, prioritize tasks, and exercise good judgment.
• Ability to maintain confidentiality in all business matters.
• Ability to handle sensitive matters with tact and diplomacy.

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. This position is eligible for a hybrid work schedule (remote work and in-person work in Urbana each week). 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 November 15, 2024. 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), and names/contact information for three professional references. 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 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: 1026846
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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