at University of Illinois in Urbana, Illinois, United States
Job Description
Office Manager - FSAWS - IHRIHR - Faculty/Staff Assistance & Well-Being Services (FSAWS)
Job Summary
To perform a variety of administrative duties essential to the daily operations of the unit and to serve as the primary assistant to the Director of Faculty/Staff Assistance and Well-Being Services (FSAWS) and the first point of contact for employees who utilize the program.
Duties & Responsibilities
Maintains daily scheduling activity for Director and all clinical counseling staff members. This includes scheduling individual and group counseling appointments, administrative appointments, and various committee meetings.
- Composes all correspondence related to Program activities including confidential information.
- Assists FSAWS Director in preparing for various meetings and presentations.
- Maintains comprehensive electronic files and file system for client records.
- Maintains records of center utilization and productivity submitting reports as needed.
- Coordinates training workshops for employees and supervisors and group work services for campus units as requested.
- Assists Director with the FSAWS Annual Report.
- Serves as building contact for Facilities and Services and submits work orders for building maintenance and repair. Coordinates special projects when needed.
- Renews annual purchase orders, service agreements, departmental parking spaces, memberships and certifications.
Works with Director to monitor adherence to University compliance requirements, i.e., Annual Ethics Training, Annual Report of Non-University Activities, Annual Actuarial Data Update, Biennial Space Survey, and Biennial Physical Inventory.
Participates in ongoing strategic planning to develop program goals.
- Assists in marketing of the program including FSAWS monthly newsletter.
- Assists with planning and attends the following meetings: Faculty/Staff Assistance Advisory Committee and Faculty/Staff Emergency Fund Fundraising Committee.
Coordinates search process for academic professional positions as needed.
Sends follow-up surveys to clients and summarizes survey results.
Advertises on virtual job board and conducts interviews with student employees. Provides training to student employees in office operations and client database.
Minimum Qualifications
High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.
Knowledge, Skills and Abilities
- Strong organizational skills.
- Ability to interact effectively with counselors and clientele.
- Ability to manage, delegate, and exercise professional judgment as it pertains to employees in immediate crises over the telephone, and with those employees who present in person.
- Excellent decision-making ability for prioritizing multiple tasks.
- Familiarity with computer, copy, and fax machines.
- Proficient in the following programs and applications: Microsoft Word, Excel, Outlook Email and Outlook Calendar, PowerPoint, Titanium Schedule, Zoom, Microsoft Teams, iBuy, and Box.
- Ability to supervise and direct administrative activities of Graduate Assistants, MSW Student Interns, and student employees.
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 8/19/2024. Starting salary is $44,267.08 and is commensurate with experience. This position is not eligible for sponsorship. Hybrid work options are available for this position.
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 August 6, 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 kiener2@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: 1025967
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
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