at University of Illinois in Urbana, Illinois, United States
Job Description
Office Manager - Veterinary Medicine Human Resources Service CenterVet Medicine Administration
In 2023 Forbes ranked the University of Illinois Urbana-Champaign as #9 among all US public colleges, on the basis of return on investment, student success, student debt, and alumni leadership and influence. Only one other campus featuring a veterinary college ranked above Illinois.
Job Summary
Under general supervision, this position will provide administrative support for the Human Resource Service Center (HRSC) in the College of Veterinary Medicine (CVM).
Major Duties and Responsibilities:
Administrative Support:
• Act as first point-of-contact for the HRSC.
o Greet in-person visitors and assist with standard requests or direct to appropriate staff.
o Monitor and follow up on HRSC emails and main phone line.
o Respond to routine inquiries and process as needed and/or forward complex inquiries to other HRSC staff for follow-up.
• Assist with various administrative duties related to international activity.
o Responsible for posting and monitoring labor condition application (LCA) notices, sending to International Student and Scholar Services (ISSS) when completed.
o Pick up packages from ISSS and scan documents to personnel files.
o Create Fed Ex labels and send packages via Fed Ex.
o Using a template, create social security number (SSN) letters for internationals.
o Generate temporary control numbers (TCNs) when needed.
• Prepare agendas and take minutes for HRSC staff meetings. Track completion of action items as requested.
Transaction Processing:
• Responsible for processing all labor distribution changes for CVM.
o Responsible for CFOP and effective date accuracy and ensuring all Labor distribution transactions are applied.
o Communicate with Grants/Finance department regarding required PZARED transactions.
• Process new hires and appointments as directed by HRSC team.
o Contact new hires to obtain demographic information for new hire processing.
o Enter information for standard undergraduate and graduate hourly student appointments in HRFE.
o Process pay change requests as directed.
o Assist HRSC staff with drafting/revising graduate assistant offer letters.
o Complete I-9 forms in Tracker for new hires as directed, ensuring compliance with federal regulations and campus procedures.
• Enter and maintain data in the college's electronic leave system.
o Respond to routine inquiries regarding employee leave requests.
o Assist with gathering and compiling information for quarterly and year-end reporting.
Project and Search Support:
• Maintain confidential personnel and departmental files.
• Coordinate all aspects of probationary and annual performance evaluations.
o Responsible for tracking probationary evaluation due dates for 6-month and 12-month probationary periods, communication with supervisors, confirming receipt of evaluation documents, and ensuring evaluations are saved in appropriate personnel files.
o Responsible for all correspondence with supervisors regarding annual evaluations, including sending initial requests, reminders, and ensuring receipt of appropriate documents.
• Assist HRSC staff with the search processes.
o Post positions to requested external websites.
o Monitor application submissions and save in appropriate location for search committee review.
o Assist HRSC staff with submitting job descriptions in job description software (JDXpert).
• Assist HRSC staff with collecting, compiling, and tracking information for special projects and/or campus initiatives.
Dean's Administrative Team Support and Other Duties as Assigned:
• o Serves as back-up to assist the dean's administrative team, including answering phones and directing calls to appropriate staff/units, assisting visitors, and opening/closing of office suite.
• o Track office supply needs for dean's administrative suite, ordering routine supplies on a regular schedule.
• o Assist dean's administrative team with college events including summer ice cream socials, annual thanksgiving celebration, and other luncheons throughout the year.
• o Other duties as assigned
Additional Physical Demands
General office setting. Persons allergic to animals, pollen, hay, or straw may experience discomfort in this position.
Minimum Qualifications
1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.
Appointment Information
This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after 8/12/2024. The entry-level salary for the Office Manager classification is $44,265 ($22.70/hour). This position is expected to work on-site, a standard schedule of 8:30am-5:00pm Monday-Friday.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on July 25, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Angela Cravens acravens@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .
Requisition ID: 1025619
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
