Office Administrator, Center for Lincoln Studies and Sangamon Experience

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Office Administrator, Center for Lincoln Studies and Sangamon Experience
Springfield, IL, United States
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1003804
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Office Administrator, Center for Lincoln Studies and Sangamon Experience

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About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu , the Center for Lincoln Studies web page at www.uis.edu/cfls, and the Sangamon Experience web page at www.uis.edu/sangamon-experience.

Application deadline: 3/7/2024

Minimum starting salary: $20.52 per hr/7.5 hour workday

Summary:
The Office Administrator plays a vital role in the Center for Lincoln Studies and Sangamon Experience operations. They initiate and coordinate administrative support for the units and unit heads. The Office Administrator performs a variety of tasks, using a number of online systems and tools to perform daily responsibilities and special projects. The successful candidate will be comfortable managing fiscal processes, interacting with internal and external constituents, editing websites, handling logistical arrangements for travel and events, creating and managing digital records, and developing/implementing procedures for the office.
Duties & Responsibilities:

Organization: Directs and coordinates the administrative support functions of the Center for Lincoln Studies and Sangamon Experience including logistical arrangements for meetings and events. Maintains overall awareness of organizational activities important to the Directors of the Center for Lincoln Studies and Sangamon Experience. Participates in the design and implementation of office information systems; develops and implements procedures for recordkeeping to support the activities of the Center for Lincoln Studies and Sangamon Experience.

Finance and HR: Prepares and oversees documentation for project/event contracts, coordinating with Purchasing as necessary. Prepares and reports budget projections. Authorizes and monitors fiscal transactions, including performing monthly reconciliation, to keep unit directors informed of overall financial position. Arranges travel, conference registrations, etc. utilizing t-card and p-card, and processes related transactions. Develops and maintains familiarity with best practices for university web applications (e.g., iBuy, Chrome River, FabWeb, Banner) needed to perform responsibilities. Responsible for unit HR processes. Conducts biannual inventory and manages furnishings/equipment.

Communication: Answers inquiries and resolves problems that require the interpretation and explanation of administrative policies and procedures. Receives incoming mail and responds to items as appropriate. Composes correspondence and other documents (such as newsletters) that require the synthesis or integration or information. Assists in preparing confidential donor communications. Assists in maintaining up-to-date information on Center for Lincoln Studies and Sangamon Experience websites and social media.

Supervision: Assists in the supervision and scheduling of Graduate Assistants.

Minimum Qualifications: 

1. High school diploma or equivalent.

2. Any one of the following from the categories below:

    A. Four (4) years (48 months) of work experience comparable to the third level of this series.

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

Preferred Qualifications:
Experience managing fiscal processes and budget transactions
Web editing experience

Knowledge, Skills & Abilities:
Familiarity with cloud-based document storage (such as Box)

Union Affiliation: This position classification is represented by University Professionals of Illinois, Local 4100 Service, Clerical or Technical Union.

Employment Policies and other information: 

Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.

UIS an affirmative action/equal opportunity employer with strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility .

The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with state and federal law.

Residence Reference: For full consideration, applicants must be residents of the State of Illinois.

UIS employees are strongly encouraged to stay up to date with the most recent COVID-19 vaccination available as a barrier to serious illness.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment .

UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.

• You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
• Your pension from the State Universities Retirement System may affect the amount of your:

Social Security benefit and

Social Security benefit as a spouse

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 by contacting UIS HR at [email protected] or call 217-206-6652.

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