Office Manager - Planning, Design, and Construction

University of Illinois Urbana-Champaign•Urbana, IL

1d•Onsite

About The Position

This position performs a wide variety of administrative duties for the Planning, Design, and Construction team, with emphasis in supporting: Director of Project Delivery and Director of Planning & Design. The role involves supporting meetings, presentations, and reports, managing calendars, updating workflows, processing TEM and P/T Card transactions, coordinating logistics for conferences and meetings, assisting with the Project Management Manual, managing inventory and office supplies, maintaining confidential records, and approving timesheets and time off. This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis.

Requirements

High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.
Excellent organizational skills, initiative, discretion, and tact; absolute confidentiality of information.
Requires maturity, sound judgment, and the ability to multi-task and handle complex and diverse issues.
Above average skills in dealing with a wide variety of personalities.
Knowledge of administration and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
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.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
Skill in material resources management through obtaining and seeing the appropriate use of equipment, facilities, and materials needed to do certain work.
Skill in communicating effectively using appropriate methods for the situation and audience, including spoken language, written communication, and/or alternative communication methods.
Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
Ability to understand written sentences and paragraphs in work related documents.
Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Ability to apply general rules to specific problems to produce answers that make sense.
Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
Ability to choose the right mathematical methods or formulas to solve a problem.
Ability to provide guidance and direction to others.

Responsibilities

Provides support for meetings, presentations, and reports including review of PDC group emails (ex: CampusCapitalApproval and ARC mailboxes) and assist with development of presentations, reports, agendas, spreadsheets, and meeting minutes (ex: Project Delivery Council, Board of Trustees (BOT), Architectural Review Committee (ARC), Chancellor’s Design Advisory Council (CDAC), Facilities Planning Committee (FPC), Chancellor’s Capital Review Committee (CCRC).
Develop both internal and customer reports.
Establishes and revises work calendars (ex: team and one-on-one meetings) for the Director of Project Delivery, Director of Planning & Design, and as requested by the Directors for other PDC supervisors.
Update workflow for PDC employees – maintaining lists of project work including schedules, project numbers – for review in report format by Senior Director of PDC and PDC Directors as projects move forward.
Designee for TEM and P/T Card processing.
Coordinates logistical arrangements relating to conferences and meetings, and prepares necessary materials and travel for Planning, Design, and Construction team members as approved by Sr. Director and Directors.
Assist with maintaining the Project Management Manual (PMM).
Establishes and maintains inventory records, conducting periodic checks for inventory control purposes.
Coordinate and manage office supply orders.
Establishes and maintains the confidential records and files of the designated member(s) of the unit staff.
Approve timesheets and time off for the team members with the direction of the Directors.
Performs other related duties as assigned.