Office Administrator - Siebel School of Computing and Data Science

University of Illinois Urbana-Champaign•Urbana, IL

5d•Hybrid

About The Position

The Siebel School of Computing and Data Science in The Grainger College of Engineering seeks applicants for an Office Administrator position. This position will direct and coordinate faculty administrative support functions in a supervisory role, provide business process oversight, and mentor/train other office support staff within the school.

Requirements

High school diploma or equivalent.
Four (4) years (48 months) of work experience comparable to the third level of this series.
Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Ability to interact effectively and appropriately with faculty, students, staff, and guests on a daily basis.
A thorough and advanced understanding of University policies and procedures to ensure compliance with University regulations.
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Ability to exercise initiative, confidentiality, discretion, and sound independent judgment with little to no input from supervisor.
Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

Nice To Haves

Associates Degree in Accounting, Business, or other related field
5+ years in relatable business settings
Supervisory experience
Prior experience working with international students and scholars
P-card and T-card certifications

Responsibilities

Oversee and manage the daily customer service operations of a group of non-exempt civil service staff in a faculty support role.
Provide guidance and make recommendations based on knowledge of school and campus policies and procedures and best practices.
Serve as a resource person for faculty and staff.
Supervise assigned staff, which includes selection, training/mentoring, promotion, discipline, coaching, and conducting regular performance evaluations.
Independently coordinate and oversee the daily operations of the team in terms of providing customer service support for faculty and their research groups.
Process purchases, business transactions, and other administrative and clerical tasks.
Delegate, direct, and oversee responsibilities performed by the assigned staff.
Establish goals, deadlines, monitor progress, provide constructive feedback, and implement actions and changes necessary to accomplish work effectively and efficiently.
Conduct full group and ad hoc meetings to effectively monitor the distribution of workloads and efficiency of workflows, amending as needed.
Serve as the liaison between assigned staff and the Assistant to the Director.
Maintain an awareness of organizational activities related to faculty support functions of the group, communicating with faculty and the Director’s office to ensure needs are being met.
Attend faculty meetings as needed to receive updates on related activities.
Review transactions processed by the assigned staff, including acting as their Chrome River Manager.
Train and mentor staff to ensure that proper procedures and best practices are followed when submitting transactions within the system.
Prepare and analyze reports related to tasks that are performed by assigned staff.
In collaboration with the Assistant to the Director, work closely to develop policies and procedures related to tasks that are performed by faculty assistants.
Recommend, design, and implement relevant new policies and procedures.
Maintain the administrative support manual and other procedural documents to reflect current policies, procedures, and resource documents.
Serve as the liaison between the assigned staff and the Director’s recruiting team.
Coordinate and manage tasks required to facilitate the unit’s faculty hiring process, including creating templates and reference material for others to use.
Serve as a resource for information related to the assigned staff’s role in the faculty recruiting process.
Serve as primary support for incoming and departing/retired faculty and their students.
Provide support for new and growing research centers as needed, in collaboration with the Office Managers.
Serve as backup for assigned staff during vacancies, extended absences, and when workload balancing is required.
Facilitate school-level small equipment and supply orders, including routing purchasing approvals and making purchases.
Perform additional appropriate duties to further the mission of the school.