This job was posted by https://illinoisjoblink.illinois.gov : For moreinformation, please see:https://illinoisjoblink.illinois.gov/jobs/11611329 Office Manager forthe Director of Residential Life

　　University Housing - University of Illinois at Urbana-Champaign

　　Job Summary

　　The Office Manager position is responsible for comprehensiveadministrative support to the Director of Residential Life forUniversity Housing. They oversee the administrative, operational, andproject management/tracking functions for Residential Life as assignedby the Director. The individual in this position is responsible for:managing office records; creating and ensuring accuracy in thepreparation of written materials; following up, tracking, and reportingon projects and workflow; creating/updating forms, databases, digitalcommunication platforms and/or organizing documents as needed.Additional responsibilities include coverage of office, schedulingmeetings and room reservations, monitoring and maintaining budgets,processing expenses, and assisting with travel arrangements. Employeesat this level function with the independence and authority that have asignificant impact on the unit. All University Housing staff will engageand contribute to a culture of diversity, equity, and inclusion withinUniversity Housing.

　　Duties & Responsibilities

　　Coordinates, monitors progress, and expedites unit operationalprojects, meetings, conferences, and travel arrangements for staffand students. Initiates, gathers, provides, clarifies, andinterprets information through the identification and selection ofappropriate sources. Assist in providing office coverage.Coordinates logistical arrangements relating to meetings,conferences and travel for the Director and other staff inResidential Life, along with preparation and processing of necessaryforms for payments and reimbursements, including use of T Card andChrome River.Composes, reviews, and edits correspondence containing confidentialand sensitive information, such as employee records, financialstatement, and other reports/forms for the Director\'s review.Maintains required electronic and hardcopy records as needed forfiling and record systems.Acts as liaison on behalf of the Director of Residential Life andstaff of internal University Housing units, campus units andindividuals/vendors external to campus. Screens requests for contactwith Director and determines an appropriate course of action.Maintains records of fiscal transactions and works closely withHousing Business Services in understanding financial processes andprocedures. Assists with the interpretation and communication offinancial procedures and the creation and distribution of financialtraining materials.Reviews supervisor\'s and unit\'s incoming or forwarded mail,selects items and responds independently within scope ofresponsibility, and provides drafts of responses and/or relevantdocumentation for remaining items for review by Director ordesignee.Prepares necessary materials for the Director\'s meetings asdirected and composes correspondence, memos, and reports thatrepresent the supervisor\'s position. Accompanies the Director andtakes minutes at various meetings.Hire, train, supervise and assign tasks to 1-3 student workers.Supervisors will engage and implement University Housing\'sdiversity, equity, and inclusion initiatives.Maintains a calendar of operating or administrative commitments forthe Director of Residential and notifies the affected staff andstudents of deadlines.Research information to assist with unit or department decisionmaking related to policy, procedure and purchasing.Reviews and edits documents prepared by the Director for content and appropriate spelling, punctuation, syntax, and format; edits andmodifies document(s)Performs other related duties as assigned. Works collaborativelywith other University Housing unitsAdditional Physical Demands

　　The position requires mostly sedentary work; occasional personalcontacts in other locations on campus. Light lifting may be required.The work is mostly performed in an office setting. The workspace isshared with other staff.

　　Minimum Qualifications

　　1. High school diploma or equivalent.

　　2. Two (2) years (24 months) of work experience comparable to the thirdlevel of this series.

　　Knowledge, Skills and Abilities

　　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 confidentialinformation 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 ableto 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,Mic