Office Manager - Veterinary Teaching Hospital

University of Illinois Urbana-Champaign•Urbana, IL

7d•Onsite

About The Position

Under the direction of the Associate Hospital Director, the Office Manager coordinates the day-to-day operations of the Veterinary Teaching Hospital administrative office and provides specialized administrative support to VTH leadership. The role maintains an in-person, professional presence during regular business hours; serves as a welcoming point of contact; responds to routine inquiries; and supports scheduling, meetings, records, correspondence, gift fund documentation, and routing. The Office Manager also supports committee work, policy and records management, purchasing, merchandise, onboarding, and Service in Excess processes, while referring decisions and non-routine questions to the appropriate administrators or Human Resources representatives. This is a 100% full-time Civil Service 3266 position appointed on a 12-month basis. The expected start date is as soon as possible. The collective bargaining agreement sets a wage of $24.572 per hour; the final salary offered will depend on market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The position is not eligible for work authorization sponsorship.

Requirements

High school diploma or equivalent.
Two years (24 months) of work experience comparable to the third level of the Office Support Series.
Knowledge of standard office practices, records management, business correspondence, spelling, grammar, and document formatting.
Strong interpersonal and customer-service skills and the ability to represent the VTH administrative office professionally.
Effective written and verbal communication skills.
Ability to organize work, manage multiple routine priorities, meet deadlines, and remain effective during frequent interruptions.
Ability to follow established procedures, recognize questions requiring referral, and maintain confidentiality.
Proficiency with common office software, shared calendars, electronic records, and web-based administrative systems.
Ability to work independently on assigned tasks and cooperatively with faculty, staff, students, clients, donors, and visitors.

Nice To Haves

Experience providing office support in a veterinary, health care, university, or similarly complex service environment.
Experience processing financial documents or gift fund requests.

Responsibilities

Maintain a consistent in-person presence in the VTH administrative office during regular business hours and serve as a professional point of contact.
Greet visitors; answer and route calls and routine inquiries; receive deliveries; and connect people with appropriate VTH or College resources.
Monitor shared office communications and calendars, distribute mail and materials, and coordinate routine office service requests.
Provide general information and refer policy, personnel, financial, clinical, and other non-routine questions to the appropriate administrator.
Order and maintain office supplies.
Manage administrative schedules and recurring VTH meetings, including coordinating dates, invitations, rooms, audiovisual or hospitality needs, agendas, packets, and participant communications.
Attend designated meetings, record minutes and action items, distribute approved minutes, and maintain meeting records.
Support the Budget, Planning and Culture Committee with scheduling, materials, minutes, records, and assigned follow-up.
Support the Quality Improvement Committee by coordinating tracking and review of reports, supporting process improvements, compiling monthly reports for committee or Chief of Staff review, and providing monthly updates on the number and classification of QIC submissions.
Provide routine administrative support to the VTH Director, Chiefs of Staff, and VTH Admin Team, including scheduling, correspondence, document preparation, copying, scanning, and filing.
Maintain shared calendars, contact and distribution lists, office procedures, and electronic and paper records.
Maintain the VTH KnowledgeBase and policy files; track review dates, notify policy owners, route revisions for approval, and post approved updates.
Coordinate receipt, completeness review, submission, routing, tracking, and retention of bite and injury reports under established procedures.
Maintain VTH vehicle records, including required information, photographs, and supporting files, and follow up for routine updates.
Assist with special events and administrative projects by completing assigned tasks, tracking deadlines, and providing status updates.
Process gift fund requests by checking required information, organizing supporting documentation, routing materials to the designated approver, tracking status, maintaining records, communicating routine updates, and following up on missing documentation as directed.
Assist with approved purchases, reimbursements, requisitions, and related recordkeeping within assigned authority and University and College procedures.
Order and manage VTH-branded merchandise, including approved purchases, inventory, distribution, and records.
Maintain confidentiality of financial, donor, personnel, and operational information.
Serve as the VTH administrative point of contact for Service in Excess matters by providing routine process information, collecting and routing documents, tracking status, and referring employment or payroll decisions to Human Resources.
Coordinate established onboarding checklists, schedules, access and orientation materials; connect new employees with appropriate contacts; and confirm completion of assigned onboarding steps.
Maintain onboarding and Service in Excess records and follow up on outstanding routine requirements while protecting confidential information.
Perform other related duties as assigned.