Office Manager - Department of Atmospheric Sciences

Details

Posted: 20-Jan-24

Location: Urbana, Illinois

Type: Full-time

Salary: Open

Categories:

Academic/Faculty
Business/Finance

Internal Number: 4948642

Office Manager
Department of Atmospheric Sciences
University of Illinois at Urbana-Champaign
Job Summary
Maintain an appropriate level of confidentiality. Supports in daily tasks involving calendaring, scheduling meetings, internal/external calls, and emails, assisting with travel arrangements, and collaborating with individuals within and outside the department, campus, and community.
Duties & Responsibilities
Assisting Professor of Atmospheric Science

• Provide input on office and department activities and serve as the primary contact for departments. Manage the day-to-day workflow (including, but not limited to: managing calendar, monitoring incoming mail, keeping the Professor apprised of daily messages and events). Work closely with other administrative staff in the Department of Atmospheric Science, School of Earth, Society and Environment, and College of Liberal Arts and Sciences to ensure the success of all activities undertaken by the supervisor. Anticipate problems or challenges that might arise, such as omissions of topics, organizations, and individuals on projects or conflicting or duplicative activities.
• Manage communications and outreach, including the research and development of appropriate responses for a wide range of constituents on matters of significance. Identify and evaluate pertinent communication issues, using discretion and judgment, and develop and execute strategies for addressing them.
• Serve as the primary resource on matters of policy and procedures, and sensitive and confidential issues.
• Assist with the creation of a database of organizations and individuals with whom the Professor can collaborate with.

Meeting Support

• Organize meetings and events in a logical manner, both on and off campus (for example, scheduling a cluster of meetings when the Professor will be visiting a particular part of campus or another location), and developing a working relationship with counterparts.
• Manage Professor's calendar and coordinate and prioritize activities to maximize the effective use of time, understanding how the activities relate to one another.
• Attend meetings in place of the supervisor when requested and brief the supervisor on the discussion and any action items given to the supervisor.

Travel Support

• Coordinate logistical arrangements for conferences and meetings attended by the supervisor that require air or other travel, including but not limited to travel arrangements, read-ahead materials, registration, and the provision of information required for attendance (e.g., photo, biography, title, abstract, slides), ensuring that deadlines are met. Utilize the University P-Card, T-Card, and iBuy systems for travel and purchasing and provide advice regarding the appropriateness of requested expenditures.

Required Qualifications

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

Preferred Qualifications

• 2 years of experience working at the University of Illinois.

Successful candidates will have:

Knowledge of administrative and administrative procedures and proficiency in using systems such as Microsoft Office, Webtools, Chrome River, Microsoft Teams, Zoom, Outlook (calendaring), Box, My UI Financials, and iBuy.

Knowledge of University and College requirements, procedures, rules, and regulations.

Knowledge of University and Departmental policies regarding documents (i.e. format, confidentiality, proprietorship), and travel reimbursements.

Ability to prioritize multiple tasks according to strict deadlines and stay organized.

Ability to deal with stressful situations, assume responsibility, and work independently.

Ability to communicate effectively with others.

Strong skills in decision-making.

Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.

Ability to remain calm and productive in a busy work environment with frequent interruptions.

Attention to detail.

Ability to maintain confidentiality in all business matters.

Ability to handle sensitive matters with tact and diplomacy.

Solid interpersonal skills and professional acumen.

Ability to communicate effectively and professionally, build rapport, and establish effective working relationships with students, faculty, staff, and parents.

Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.

Ability to be self-motivated, prioritize tasks, and exercise good judgment.

Ability to use the internet to obtain necessary information.

Ability to develop a clear understanding of the roles, titles, and levels of importance of individuals with whom the supervisor interacts, communicating with them in a timely and professional manner.
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 deadline date. The salary for this position is set by a collective bargaining agreement and the rate for the position is $22.701/hour.
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 February 9, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. 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 [email protected] . For questions regarding the application process, please contact 217-333-2137.
For assistance with resume creation and mock interviews, please follow this link for University of Illinois Human Resources workshops (held every other week): https://illinois.csod.com/ux/ats/careersite/1/home/requisition/1595?c=illinois
The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.
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: 1021313
Job Category: Administrative Support
To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/9118?c=illinois
Copyright 2022 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency
jeid-3f56009d401818469f8853411963d238

Create a Job Alert for Similar Jobs
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.
Connections working at University of Illinois - Urbana-Champaign
More Jobs from This Employer
https://gws.hercjobs.org/jobs/19655667/office-manager-department-of-atmospheric-sciences
Return to Search Results