Office Manager - Industrial & Enterprise Systems Engineering
University of Illinois

Office Manager - Graduate Studies

Industrial and Enterprise Systems Engineering (ISE)

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The department of Industrial and Enterprise Systems Engineering in The Grainger College of Engineering seeks applicants for an Office Manager position. This position will manage the Academic Affairs Office by supporting the activity of the Graduate Studies and Professional and Online Education offices (ISE GS/POE).

Duties and Responsibilities:

Manage the functions of the Academic Affairs Office

• Serve as the office's front line and traffic manager for student, faculty, and public interaction; independently address routine student questions, including answering phone calls and responding to walk-in traffic; direct individuals to appropriate resources as needed.
• Oversee the ISE GS/POE email accounts, answering inquiries and escalating to appropriate individuals, as needed. Develop templates to respond to common/standard inquiries.
• Coordinate/attend events associated with ISE GS/POE such as, but not limited to, information sessions, recruiting events, welcome events, MERGE/ASPIRE visits and appreciation events. This includes determining who should be in attendance, sending invitations, managing attendance, room reservations and catering orders, etc.
• Maintain confidential student records and related systems.
• Conduct document reviews, including academic plans, thesis reviews, graduation checklists, and transcripts (official versus unofficial) based on guidance from ISE GS/POE staff and/or the Graduate College. Follow up with students as necessary to confirm completion.
• Pull data and create admissions reports as requested for graduate committee review. Work in Admissions database to update student records as needed.
• Communicate with faculty regarding deadlines and other academic related activities.
• Based on direction from ISE GS/POE staff, update documentation and notify all relevant parties of policy/procedural changes related to ISE degrees. Maintain operational role related to using the P-Card and T- Card (Cardholder)
• Plan logistics for Graduate Seminar Series including making hotel accommodations, meal reservations, contacting speakers for information, creating itineraries and fliers, and maintaining student information in course management website (Canvas, etc)
• Collaborate with other ISE Academic Programs Staff and faculty for preparation of classroom and final exam schedules and liaise with Facilities Management and Scheduling (FMS) regarding graduate programs classroom usage and special event reservations.
• Provide clerical support including oversight and communication of financial transactions.

Manage registration and class schedule

• Utilize Banner for student schedules and records, instruction forms, checklists for faculty, and semester elective listings.
• Maintain student enrollment and complete Banner registration and enrollment transactions as required.
• Monitor and provide updates on enrollment information to the ISE GS/POE office and departmental leadership, as requested.
• Instruct and direct faculty regarding grade entry and faculty grade correction.

Other Duties as Assigned

Minimum Qualifications:

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

Preferred Qualifications:

• OBFS Certified Business Administrator

Knowledge, Skills and Abilities:

• Strong organizational work skills, defining tasks, prioritizing assignments, and following through on all projects independently.
• Possesses superior communication and presentation skills and the ability to foster positive relations with multiple, diverse constituencies.
• Have a student-centered philosophy and the ability to work with a diverse student population.
• Strong customer focus required - ability to listen attentively, understand and respond positively.
• High proficiency with web-based resources, spreadsheet and presentation software (Microsoft & Adobe applications), social media (LinkedIn, Facebook, etc.) and University applications (Banner, Grad Apps, Slate, TEM, Webtools, iBuy, Astra).
• Ability to work under pressure, with the flexibly to respond to changing priorities and fluctuating workloads.
• Strong problem-solving skills to be able to complete difficult tasks. Careful focus, attention to accuracy and detail are essential.
• Ability to see all tasks through to a timely resolution.
• Ability to exercise judgment and provide comprehensive documentation.

APPOINTMENT INFORMATION

This is a full-time Civil Service Office Manager position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Manager classification is $44,267.08 ($22.701/hour). Employees hired into this position will be expected to work onsite on a full-time basis. Work authorization is not available for this position.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on May 20, 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. 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 Stacie Mertes at smertes@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: 1024125
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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