Office Manager- Continuous Post (2026)

Carbondale • On Campus, IL

1d • Onsite

About The Position

Employees in positions allocated to this level work under direction to provide staff assistance for a major campus/university department. They function as an agent of the unit or organization by performing highly specialized administrative support duties. In-depth knowledge of the organization, programs, policies, and procedures of the unit is essential to the performance of the duties, along with the ability to use good judgment, the ability to operate computer systems, using word processing, database, and software packages, and to exercise discretion in handling sensitive and confidential information.

Requirements

• High school diploma or equivalent.
• Two (2) years (24 months) of work experience comparable to the third level of this series.
• Application includes a complete and detailed employment history that highlights relevant full-time and part-time work experience, including start and end dates of employment.
• Official transcripts to meet educational requirements.
• Proof of eligibility for veterans preference (if applicable).

Nice To Haves

• In-depth knowledge of the organization, programs, policies, and procedures of the unit.
• Ability to use good judgment.
• Ability to operate computer systems, using word processing, database, and software packages.
• Ability to exercise discretion in handling sensitive and confidential information.

Responsibilities

• Relieves the designated member(s) of the unit staff of numerous personal contacts and determines an appropriate course of action.
• Reviews incoming mail for the designated member(s) of the unit staff, selects and responds to items within the scope of responsibility.
• Keyboards documents containing confidential or sensitive information.
• Transcribes and/or records confidential or sensitive information.
• Independently composes and provides drafts of correspondence, memos, and reports that represent the position(s) of the designated member(s) of the unit staff.
• Establishes and revises the calendar(s) of the designated member(s) of the unit staff, informing him/her/them of impending engagements.
• Coordinates logistical arrangements relating to conferences and meetings, and prepares necessary materials and travel for the designated member(s) of the unit staff.
• Establishes and maintains the confidential records and files of the designated member(s) of the unit staff.
• Maintains records of unit fiscal transactions involving a variety of accounts and provides advice regarding the appropriateness of requested expenditures.
• Assists in the creation of publications for internal and external audiences (brochures, posters, letterhead, websites, social media accounts, etc.).
• Attends meetings as a delegate for the designated member(s) of the unit staff when requested.
• Researches as requested and reports information which requires the evaluation of sources or the application of regulations and procedures to specific cases.
• Establishes and maintains inventory records, conducting periodic checks for inventory control purposes.
• Anticipates and responds to the detailed office support needs of the designated member(s) of the unit staff through the independent performance of lower level duties or supervision of assigned staff.
• Plans, organizes, assigns, and reviews the work of the unit's administrative support staff and participates in their selection, training, and evaluation.
• Coordination of searches.
• Provides information to students regarding the major/minor program, such as the application process, scheduling classes, graduation requirements, etc.
• Performs duties listed in the lower level of this classification series.
• Performs other related duties as assigned.

Benefits

• Employee tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED