Office Administrator

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Job Title:

OFFICE ADMINISTRATOR Position Number 8101354 Work Modality:
Fully In-Person Is this request for the creation of a new Position (or the modification of an existing Position) to temporarily support the Work Day ERP? No

Job Category:
University Staff Job Type: Full-Time FLSA Status:
Non-Exempt Campus:
Rogers Park-Lake Shore Campus Department Name: GLOBAL & COMMUNITY ENGAGEMENT Location Code: GLOBAL & COMMUNITY ENGAGEMENT Is this split and/or fully grant funded? No

The Office Administrator provides comprehensive administrative and operational support for the Office of Global Engagement (OGE). The position serves as a primary point of contact for students, faculty, staff, families, partner institutions, and other stakeholders while coordinating front-office operations, student program administration, system and financial tasks, events, and general office functions.

• Triage, respond, and manage general phone, email, and in-person inquiries from a variety of stakeholders, including students, faculty, parents, partner institutions, administrators, and OGE email accounts.
• Responsible for management of reception area functions and systems while providing a high level of customer service.
• Assists in scheduling student appointments and manages walk-in traffic to the office.
• Helps in the management of relevant listservs, mailing lists, surveys, newsletters.
• Assists in assembling and processing mailings related to the office.
• Maintains office supplies and resource library materials, submitting orders to replenish these items periodically.
• Provides administrative support for OGE websites and digital content, including updating webpages, maintaining accurate and current program information, and assisting with content management and routine website updates.
• Processes payroll, financial, and human resource tasks, including Kronos timecards for student workers; monthly pro-card reconciliations; check requests; EFT form submissions; reimbursement forms; and employment-related processes such as the submission and updating of ePAFs.
• Assists in data preservation and documentation efforts, including use of systems such as Docfinity and Terra Dotta.
• Assists in report generation and printing requests as needed.

• This position is the primary manager of front-desk operations for the office, ensuring constant in-person presence to handle walk-in traffic to the office via the management of student workers, or in the absence of student workers, by the position itself.
• Coordinates the hiring and staffing of front desk student staff and provides onboarding and ongoing training throughout the year.
• Provides daily supervision of front desk student staff, ensuring accurate, timely, and customer-service-oriented work, and notifies OGE leadership when issues arise.

• Provides primary administrative support for both inbound and outbound students, including application and process status verification.
• Assists in general administration of the Ricci Scholars Program, including managing student data; collecting, tabulating, and reporting program evaluations and demographic data; coordinating registration; monitoring student billing, financial aid, and scholarship disbursements; supporting immigration document processing; and following up with students as needed.
• Provides administrative support for study abroad programs and…