Office Manager for the Director of Residential Life - 1024396-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• Coordinates, monitors progress, and expedites unit operational projects, meetings, conferences, and travel arrangements for staff and students. Initiates, gathers, provides, clarifies, and interprets information through the identification and selection of appropriate sources. Assist in providing office coverage.
• Coordinates logistical arrangements relating to meetings, conferences and travel for the Director and other staff in Residential Life, along with preparation and processing of necessary forms for payments and reimbursements, including use of T Card and Chrome River.
• Composes, reviews, and edits correspondence containing confidential and sensitive information, such as employee records, financial statement, and other reports/forms for the Director's review. Maintains required electronic and hardcopy records as needed for filing and record systems.
• Acts as liaison on behalf of the Director of Residential Life and staff of internal University Housing units, campus units and individuals/vendors external to campus. Screens requests for contact with Director and determines an appropriate course of action.
• Maintains records of fiscal transactions and works closely with Housing Business Services in understanding financial processes and procedures. Assists with the interpretation and communication of financial procedures and the creation and distribution of financial training materials.
• Reviews supervisor's and unit's incoming or forwarded mail, selects items and responds independently within scope of responsibility, and provides drafts of responses and/or relevant documentation for remaining items for review by Director or designee.
• Prepares necessary materials for the Director's meetings as directed and composes correspondence, memos, and reports that represent the supervisor's position. Accompanies the Director and takes minutes at various meetings.
• Hire, train, supervise and assign tasks to 1-3 student workers. Supervisors will engage and implement University Housing's diversity, equity, and inclusion initiatives.
• Maintains a calendar of operating or administrative commitments for the Director of Residential and notifies the affected staff and students of deadlines.
• Research information to assist with unit or department decision making related to policy, procedure and purchasing.
• Reviews and edits documents prepared by the Director for content and appropriate spelling, punctuation, syntax, and format; edits and modifies document(s).
• Performs other related duties as assigned. Works collaboratively with other University Housing units.

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.

• Ability to work in an environment with diverse staff and students.
• Ability to work in a workspace shared with other staff.
• Ability to supervise student staff.
• Ability to use discretion in handling and maintaining confidential information due to high visibility of this position.
• Ability to effectively respond to conflict, maintain confidentiality, and understand office procedures.
• Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions and problems.
• Excellent organizational and clerical skills; ability to multi-task, prioritize, work independently, and take initiative.
• Proficiency in Microsoft Word, Excel, Outlook, iBuy and Chrome River, Microsoft Teams.
• Effective verbal and written communication skills with strong attention to accuracy and detail.