Office Manager - School of Information Sciences
University of Illinois

Office Manager - School of Information Sciences

School of Information Sciences

Job Summary
Serve as primary administrative support for the Associate Dean for Research, Director of Recruitment & Admissions, and Director of Research of Research & Technology Innovation.

Duties & Responsibilities

Administrative Support (Research Services):

• Provide daily administrative support to the Associate Dean for Research (ADR), including but not limited to calendar management, meeting scheduling and associated materials, and travel arrangements and reimbursements. Keep the ADR apprised of upcoming meetings, deadlines, and tasks as needed.
• Schedule and participate in research services staff meetings, assist with meeting preparation, and take notes. Transcribe notes at other meetings as requested by the Associate Dean for Research.
• Monitor and forward e-mail messages using own judgment for the various research services inboxes. Reply to e-mail messages as appropriate.
• Provide support to various iSchool committees as directed, such as Diversity, Research Advisory, Awards & Lectures, and/or other special or ad hoc committees. Coordinate with chair and committee members to gather member availability and schedule meetings accordingly. Work with the chair to prepare meeting materials, including soliciting agenda items, and distribute agendas and materials to committee members in advance of each meeting. Assist with managing Box folders and/or MS Teams space for committees. Transcribe minutes/notes at each meeting and file and distribute accordingly.
• Assist Associate Dean for Research with management of PhD travel requests. Route approved travel requests to appropriate office for processing and serve as liaison between student and all iSchool units involved. Maintain master spreadsheet per academic year for all awarded scholarships.
• Provide support to research services staff activities as needed, including but not limited to serving as backup for grant-related travel arrangements/reimbursements and P-card purchases (e.g. software, memberships).
• Assist the ADR with special projects and tasks as requested.

Administrative Support (Recruitment & Admissions):

• Provide administrative support to the Director of Recruitment & Admissions, including but not limited to meeting scheduling and associated materials, travel arrangements, and reimbursements.
• Provide support to recruitment and admissions staff activities, including but not limited to meeting scheduling, travel arrangements, reimbursements, and P-card purchases.
• Serve as primary event coordinator for all on-campus recruitment and admissions events. Arrange venue/location, coordinate logistics, and make all event-related purchases (e.g. food, supplies).
• Assist the Director of Recruitment & Admissions with special projects and tasks as requested.

Administrative Support (Research & Technology):

• Provide administrative support to the Director of Research of Research & Technology Innovation, including but not limited to travel arrangements, reimbursements, and meeting scheduling.

Other:

• Assist with other iSchool event planning, setup, and/or attendance, including convocation, as requested.
• Perform other duties as assigned.

Physical Demands

Walking : Occasionally

Stairs : Occasionally

Sitting : Frequently

Lifting/Carrying : Occasionally

Pushing/Pulling : Occasionally

Bending/Stooping : Occasionally

Working Conditions

Noise : Occasionally

Additional Physical Demands
Work is performed in a typical office environment.

Minimum Qualifications

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

Knowledge, Skills and Abilities

• This position requires strong organizational skills and good oral and written skills. The ability to work well with the general public and colleagues is essential.

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 October 3, 2024. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $22.701 per hour.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Sponsorship for Work authorization is not available for this position.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on October 3rd, 2024. 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. Please provide a cover letter, resume, transcripts and three professional references . For further information about this specific position, please contact ischool-hr@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 .

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. 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: 1026117
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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