Office Manager - College of Liberal Arts & Sciences Office of Advancement

University of Illinois Urbana-Champaign•Urbana, IL

1d•Hybrid

About The Position

The College of Liberal Arts & Sciences Office of Advancement at the University of Illinois Urbana-Champaign is seeking an Office Manager to support administrative operations and business processes related to donor stewardship, reporting, records management, and office functions. The position coordinates workflows, maintains operational documentation, oversees information management practices, and ensures recurring administrative activities are completed on time. The Office Manager helps maintain efficient office operations, supports departmental initiatives, and serves as a resource for staff and donors. The role facilitates weekly gift acknowledgments and annual acknowledgments for recurring gifts, prepares and distributes recurring donor and stewardship reports, and maintains information about fund agreements. It creates and updates stewardship policies and process documentation, coordinates access to confidential information, and manages the uploading of advancement documents to the University of Illinois Foundation's Tracking and Engagement Database (TED). The Office Manager provides administrative support to the Stewardship team and select Development directors, including travel arrangements, meeting scheduling, calendar updates, expense reports, email monitoring, and supply inventory. The role also coordinates annual impact report mailings to donors and assists with other stewardship and Advancement projects as needed. This is a 100% full-time Civil Service position appointed on a 12-month basis. The expected start date is as soon as possible after the application deadline. Hybrid work options may be available, with on-site work at the University of Illinois Urbana-Champaign campus as needed under the University's Workplace Flexibility policy. 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 this series.
Ability to communicate effectively and professionally and build effective working relationships with students, faculty, staff, and constituents.
Solid interpersonal skills and professional acumen.
Commitment to creating an inclusive environment and 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 work independently, prioritize tasks, pivot quickly between tasks, and exercise good judgment.
Solid organizational skills, attention to detail, and effective time management skills.
Ability to use discretion and maintain confidentiality and to handle sensitive matters with tact and diplomacy.
Knowledge of University and College requirements, procedures, rules, and regulations.
Ability to use the internet to obtain necessary information.
Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.

Responsibilities

Manage the weekly gift acknowledgment process, including preparing data and letters, proofreading, printing and mailing acknowledgments, sending emails, and uploading documentation to TED.
Facilitate the annual acknowledgment process for recurring gifts.
Maintain new fund agreement data and produce monthly fund agreement digests and letters for the Dean’s office.
Compile and distribute weekly donor gift reports, monthly reports of deceased constituents, and other stewardship reports on applicable schedules.
Create, review, and maintain documentation covering stewardship and donor relations policies, procedures, and information systems.
Coordinate access to confidential information, including confidentiality agreements and access to TED.
Manage uploading impact reports, donor communications, and other advancement documents to TED.
Provide administrative support to the Stewardship team and select Development directors, including arranging travel, scheduling meetings, updating calendars, and producing expense reports in Emburse.
Monitor the LAS-Stewardship email account, respond to or route inquiries, and send emails on behalf of the Stewardship team as appropriate.
Manage mailing supply inventory and the Stewardship team project and activity calendar, using project management software if applicable.
Provide backup support for other clerical staff in the Advancement office and train clerical staff to provide backup stewardship and donor relations support.
Coordinate annual impact report mailings to donors with named college-level scholarships, including compiling and editing student materials, contacting students for clarification, preparing donor address lists and letters, mailing packets, and documenting the work in TED.
Coordinate and assist with other stewardship projects and initiatives, including research, internal communications, proofreading, and editing.
Assist with Advancement special projects, research, and other duties as assigned.