Office Manager - Department of Communication - College of LAS

University of Illinois Urbana-Champaign•Urbana, IL

12d•$46,976•Hybrid

About The Position

The Department of Communications is searching for an Office Manager to provide administrative support for the Department of Communication's course schedule and class registration, procurement and office needs. This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University’s Workplace Flexibility policy.

Requirements

High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.
Ability to communicate effectively with others
Solid interpersonal skills and professional acumen.
Ability to communicate effectively and professionally, build rapport and establish effective working relationships with students, faculty, staff, and parents.
Commitment to creating an inclusive environment
Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
Ability to remain calm and productive in a busy work environment with frequent interruptions
Ability to be self-motivated, prioritize tasks, ability to easily and quickly pivot from one task to another, and exercise good judgment.
Excellent organizational skills
Attention to detail
Effective time management skills
Ability to use discretion and maintain confidentiality in all business matters.
Ability to handle sensitive matters with tact and diplomacy.
Knowledge of University and College requirements, procedures, rules and regulations

Responsibilities

Maintains course schedule, department contact with campus on scheduling matters.
Coordinate all aspects of the department’s course schedule, in consultation with various department and campus units (i.e., the Department Head, Associate Head, Director of Undergraduate Studies, Academic Advisors, online program coordinators, and the appropriate units of the Office of the Registrar).
Maintain an overall awareness of and resolve issues with class schedule at any point in the term, working with campus and department administration.
Advise department and answer questions regarding university policies and best practices for scheduling.
Manage record keeping systems, including course schedules.
Maintain up-to-date information and reports for reference by department administration.
Research and provide longitudinal information when needed.
Represent department in meetings concerning class schedule, policies, and procedures, when needed.
Attend seminars and training sessions to stay abreast of new information, procedures and policies of the college and university.
Familiarize department administration and faculty with new information.
Assist Director of Undergraduate Studies with creation of new courses as needed.
Assist students registering in courses, including providing information to students on class schedule and registration, notifying faculty and instructors each semester of the process for adding students to their courses, entering course overrides for students with proper approval, and informing approved students about how to register with an override.
Assist with grade submission and notify faculty, instructors, and teaching assistants of deadlines and missing grades.
Prepare supplemental grade report changes, maintaining confidentiality, securing appropriate department approval(s) and submitting in compliance with FERPA regulations.
Monitor electronic grade change system and notify Department Head, Associate Department Head, and Director of Undergraduate Studies when appropriate.
Provide information to the department related to scheduling classrooms for mid-term exams and final exams.
Inform faculty, instructors, and teaching assistants of policies related to exams and follow-up as needed.
Arrange for courses where the syllabus doesn’t follow the normal final exam schedule.
Make any special arrangements for mid-term, final, or review sessions and inform faculty, instructors, and teaching assistants.
Monitor academic integrity allegation cases in online system (FAIR).
Coordinate with department head on appeals and any other needs, while maintaining confidentiality.
Research and complete purchases for faculty and department, reviewing funding and determining appropriate source of funding and procurement method (T-Card, P-Card, iBuy purchase order, Banner purchase order).
Responsible for use of and questions pertaining to a variety of department accounts.
Answer faculty inquiries that require investigation, interpretation, and explanation of university policies and procedures related to purchasing.
Work with the appropriate university offices to resolve problems.
Process reimbursement for expenses that cannot be pre-paid by another procurement method.
Department event planning including coordinating catering, room reservations, hotel accommodations and other logistics as needed
Serve as point of contact for walk-in guests, incoming phone calls, and department email account
Distribute mail
Complete copy work and scanning requests
Scheduling space and equipment.
Monitor office supplies and order as necessary to maintain consistent availability
Facilities and Services department contact for routine maintenance and cleanings, which includes submitting and monitoring work orders.
For larger renovations, support staff member coordinating renovation in contact with F&S and other units as needed.
Assist department administrators with scheduling meetings
Distribute information about university programming and events, such as campus symposia and information about annual Campus Community Fund drive
Assist with managing department renovation projects including working with vendors, securing quotes for evaluation, and processing vendor payments.
Additional duties as assigned by head or supervisor to further the mission of the unit