Office Manager - Microbiology

Details

Posted: 14-Jan-24

Location: Urbana, Illinois

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 4934935

Office Manager - Microbiology
University of Illinois at Urbana-Champaign
Microbiology
Job Summary
Under supervision of the Head of the Department of Microbiology, oversee and coordinate the administrative functions for the Department, interpreting and implementing University, School, and Department policies and procedures.
Duties & Responsibilities

• On behalf of the Department Head and as required to meet routine departmental needs: compile reports and data, communicate and interpret Department policies and procedures to administration, faculty, staff, students, and the public.
• Responsible for the day-to-day operation of the office: staff scheduling, coordinating work assignments, and monitoring departmental expenditures for compliance with campus policies and procedures:
  
• verify funding for research assistant (RA) appointments in communication with supervising faculty
  
• submit appointment requests via the appropriate system or workflow
  
• serve as liaison between departmental employees and the School HR office relating to various HR matters
• Oversee and coordinate conferences, faculty travel, accommodations for special guests of the department the annual departmental conferences. Purchase materials and services using p-card and t-card in support of departmental events and activities. Review, approve, and process employee reimbursement vouchers, travel vouchers, and journal vouchers via Banner for expenses incurred.
• Coordinate administrative items as per established timetables of the Department, School, College, and the University such as promotion and tenure submissions, third-year reviews, and sabbatical.
• Assist the Department Head in the management of Department resources for adherence to policies and procedures.
• Supervise lower-level departmental office support employees.
• Provide clerical and administrative support for the Department Head: open, review, and respond to routine mail, maintain personal appointment calendar, compose both routine and confidential correspondence, schedule faculty meetings according to established policies & timetables.
• Serve as backup timesheet approver for bi-weekly unit employees and monitor to ensure timely submission of timesheets and advertise undergraduate hourly job openings via the Virtual Job Board.
• Other duties as assigned to further the mission of the department.

Required Qualifications
1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.
Successful candidates will have the following:

• Ability to communicate effectively with others.
• 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.
• Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
• Ability to effectively multi-task and stay organized.
• Ability to remain calm and productive in a busy work environment with frequent interruptions.
• Ability to be self-motivated, prioritize tasks, and exercise good judgment.
• Attention to detail.
• Ability to maintain confidentiality in all business matters.
• Ability to handle sensitive matters with tact and diplomacy.
• Knowledge of University and College, School, and Department requirements, procedures, rules, and regulations.
• Ability to use the internet to obtain necessary information.
• Proficiency in Microsoft Office Suite, including Word and Excel.

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 the deadline date. Salary is commensurate with experience and qualifications. 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 January 26, 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: 1021185
Job Category: Administrative Support
To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/8966?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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