Office Manager - Department of Cell and Developmental Biology - College of LAS

University of Illinois Urbana-Champaign•Urbana, IL

23h•Onsite

About The Position

In the School of Molecular & Cellular Biology, we seek answers to fundamental questions about how organisms work and the many implications for life. Through a rich culture of collaboration, we drive new discoveries in human health and empower students with the critical and analytical skills needed for successful careers. MCB faculty are embedded within major interdisciplinary research institutes across campus, and they collaborate with peers throughout the world. We educate students at the bachelor’s, master’s, and doctoral levels.

Requirements

High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.
Proficiency in Microsoft Office Suite, including Word and Excel.

Nice To Haves

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 effectively multi-task and stay organized
Ability to remain calm and productive in a busy work environment with frequent interruptions
Ability to be self-motivated, prioritize tasks, and exercise good judgment
Attention to detail
Ability to maintain confidentiality in all business matters
Ability to handle sensitive matters with tact and diplomacy
Knowledge of University and College, School, and Department requirements, procedures, rules, and regulations
Ability to use the internet to obtain necessary information

Responsibilities

Compile reports and data, communicate and interpret Department policies and procedures to administration, faculty, staff, students, and the public.
Responsible for the day-to-day operation of the office: staff scheduling; coordinating work assignments; monitor departmental expenditures for compliance with campus policies and procedures.
Verify funding for RA appointments in communication with supervising faculty.
Submit appointment requests via the appropriate system or workflow.
Serve as a liaison between departmental employees and the School HR office relating to various HR matters.
Oversee and coordinate conferences, faculty travel, accommodations for special guests of the department, and the annual departmental conferences.
Purchase materials and services using p-card and t-card in support of departmental events and activities.
Review, approve, and process employee reimbursement vouchers, travel vouchers and journal vouchers via Banner for expenses incurred.
Coordinate administrative items as per established timetables of the Department, School, College, and the University such as promotion and tenure submissions, third-year reviews, and sabbatical.
Assist the Department Head in the management of Department resources for adherence to policies and procedures.
Supervise lower-level departmental office support employees.
Provide clerical and administrative support for the Department Head: open, review, respond to routine mail; maintain personal appointment calendar; compose both routine and confidential correspondence; schedule faculty meetings according to established policies & timetables.
Serve as backup timesheet approver for bi-weekly unit employees and monitor to ensure timely submission of timesheets.
Advertise undergraduate hourly job openings via the Virtual Job Board.
Other duties as assigned to further the mission of the department.