Office Administrator - Conference & Events Services

University of Illinois - Urbana-Champaign, United States

Updated: 2 months ago
Location: Urbana, ILLINOIS

Details

Posted: 22-Feb-24

Location: Urbana, Illinois

Type: Full-time

Salary: Open

Categories:


Other Staff/Administrative
Staff/Administrative

Internal Number: 5038611



Office Administrator - Conference & Events Services
Conference and Event Services
Applications are now being accepted for the Office Administrator - Conference & Events Services position for Illini Union at the University of Illinois at Urbana-Champaign.
As the community center of the University, the Illini Union draws together all members of the University with approximately 16,000 visits of students, faculty, staff, alumni, and guests on a daily basis. We are seeking individuals with diverse backgrounds who can help create and foster communities that strive toward this vision. This includes supporting the academic mission of the University by developing environments conducive to student learning and academic success, respecting, appreciating, and advocating for the diversity of our student population, and supporting the holistic development of all our students.
Job Summary
Provide the primary support to the management of conference planning and implementation, which requires knowledge about overall conference service activities, applicable University and departmental policies, and established office procedures.

  • Creates and maintains online registration databases. Works independently with some clients on designing online registration forms. Coordinates processing of complex record keeping, database and filing systems for professional conferences. This especially applies to administering conference registration records including financial records) and maintaining records in accordance with University and State regulations for future reference. Research and reports information which requires the evaluation of sources or the application of regulations and procedures to specific cases.
  • Compiles factual information and required data for monthly updates of conference costs; has knowledge of university policies and procedures. Works closely with Conference and Event Services Director, Lead Program Coordinators and other staff to maintain and monitor conference accounts, including maintaining and submitting necessary documentation to the proper departments. *Assist Lead Program Coordinators in writing detailed proposals (MOUs) outlining the overall duties of C & E and the client specific to each conference.
  • Assist Conference and Event Services Director and Lead Program Coordinators with generating contracts specific to each conference. This includes revenue generating contracts through Contracts+ for clients outside of campus. Work in conjunction with the Conference and Event Services Director, Lead Program Coordinators and client to determine the needs of the client for each conference. Use this information to assist in determining the Conference Service Fee to be applied to that conference. Assist in monitoring and maintaining conference budgets as requested by the client. Provides extensive knowledge of conference expenses. Use of the Banner system to create detailed financial summaries following each conference outlining all the expenses for each conference. Determines how the expenses will be paid or deposited following this process. Processes credit card payments for conference sponsorships and other fees. Provides assistance to clients for registration only conferences. Handles business transactions (credit cards/checks) related to each conference through Conference Registration Software, University of Illinois Foundation, and the University Bursar's office.
  • In consultation with the Conference and Event Services Director and Lead Program Coordinators, organizes and coordinates projects leading up to the start of and throughout the completion of conferences that may involve efforts of other clerical staff, such as creating and assembling instructional materials or developing and staffing the registration process. Handles logistics, i.e. transportation, lodging, catering and purchasing supplies, for conferences and programs in the Conference and Event Services portfolio. Performs these duties in consultation with the Conference and Event Services Director and Lead Program Coordinators.
  • Drafts correspondence, memos, reports, meeting minutes, and similar materials for the Conference and Event Services Director and Lead Program Coordinators, exercising good judgment, originality and maintaining confidentiality of sensitive information. Drafts initial responses to incoming requests. Formats projects on the computer when necessary to support conference related tasks. Editing and reviewing all documents for clarity, format, spelling and proper grammar.
  • Screens calls, visitors, and incoming mail for Conference and Event Services Director and Lead Program Coordinators; determines needs and personally handles routine inquiries, requests, or problems. Telephone calls and walk-in visitors are screened as to the nature of their call and handled by the Office Administrator where appropriate. In some instances, Office Administrator schedules meetings and appointments for the Conference and Event Services Director and Lead Program Coordinators, exercising good judgment concerning priority. Alerts Conference and Event Services Director and Lead Program Coordinators to approaching deadlines with respect to contracts, printing schedules, speaker arrangements, etc. Attends meetings involving Conference and Event Services Director and Lead Program Coordinators and faculty or departmental co-sponsors, takes notes and provides input when requested to do so.
  • Makes necessary business travel arrangements for the conference team, speakers and participants. Process travel reimbursements for conference speakers, including foreign national payments. Supervise UPS shipments for the office, following University procedures. Prepare and gather materials for the transportation of conference materials. Assist with setting up conference materials on-site. Performs related duties as assigned.

    • Additional Physical Demands
  • Position involves lifting of up to 40lbs
  • Hybrid or flexible work schedule may be considered
    Minimum Qualifications
    1. High school diploma or equivalent.
    2. Any one of the following from the categories below:
    - Four (4) years (48 months) of work experience comparable to the third level of this series.
    - Two (2) years (24 months) of work experience comparable to the fourth level of this series.
    Preferred Qualifications
    Experience with Conference and Events Programming and Coordination responsibilities
    Knowledge, Skills and Abilities
    • Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
    • Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
    • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
    • Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
    • Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
    • Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
    • Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
    • Ability to understand written sentences and paragraphs in work related documents.
    • Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
    • Ability to apply general rules to specific problems to produce answers that make sense.
    • Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
    • Ability to choose the right mathematical methods or formulas to solve a problem.
    • Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

    Appointment Information
    This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 3/19/2023. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity, with the target annual salary as $40,000. Work for this position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy. Sponsorship for work authorization is not available for this position.
    The usual work schedule for this position would be Monday to Friday from 8:30am to 5:00pm, the schedule is subject to change based on operational needs.
    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 (CST) on Tuesday, March 19, 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 iustaffdevelopment@illinois . 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 [email protected] .
    Requisition ID: 1022828
    Job Category: Administrative Support
    To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/9542?c=illinois
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    About University of Illinois - Urbana-Champaign
    The University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement. With our land-grant heritage as our foundation, we pioneer innovative research that tackles global problems and expands the human experience. Our transformative learning experiences, in and out of the classroom, are designed to produce innovative alumni who desire to make a significant, societal impact.
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