Office Manager Job Chicago area,Illinois USA,Business

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Office Manager

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Position Details

Position Details Job Title OFFICE MANAGER Position Number 8101630 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 Exempt Campus Rogers Park-Lake Shore Campus Department Name CTR FOR CATHOLIC INTEL HERIT Location Code CTR FOR CATHOLIC INTEL HERIT (02005B) Is this split and/or fully grant funded?

No

Duties and Responsibilities

• Assists CCIH Director and Associate Director in preparation, review and management of annual CCIH budget.
• In consultation with CCIH Director and Associate Director, prepares, manages, and executes all CCIH standing events and programs—and their associated websites calendars, and databases.
• Manages and completes all single event budgets—pays honoraria, travel, program expenses—for approximately 24 CCIH events held annually (approx. 12 programs per semester). Produces direct reports for these 24 programs to CCIH Director and CAS Dean.
o Major 2-3 day academic conferences (one each semester)
o Day long symposia and colloquia (2-4 each semester)
o Annual Lecture Series (two each semester)
o Panel Discussions/colloquia (1-2 each semester)
o Publication luncheons and Award Banquets (2 each semester)
o Catholic Studies Events (1-2 each semester)
o Faculty Reading Groups (1 each semester)
o Faith in Focus Film Series (1-2 each semester)
o Summer Institute for Graduate Students and Grant Bearing projects
o Various Zoom events
o Other events as needed.
• Initiates all budget transfers/processes with various university departments, and monitors expenditures, follow-up, and problem resolution.
o Process and verify payment of invoices on a timely basis; maintain an accurate file system of paid invoices
o Initiate all budget transfers
o Communicate with supplier/vendors concerning errors or questions on invoices
o Review monthly budget reports and resolve discrepancies as needed
o Manages and processes all annual faculty and student research grant and gift accounts from the CCIH endowments
o Reviews, approves, and maintains record of Pro-Card charges, determines chargeable account, and changes records accordingly.
• Serves as point person for speakers, conference attendees, and guests. Initiates, executes, and confirms payment for travel, lodging, and other logistics as needed.
• Secures room reservation and manages spaces for all CCIH events,
• Organizes catering for all CCIH events.
• Secures and manages all CCIH filming and web/mixed media production for events.
• Assists CCIH Director and Associate Director with Webpage Content. Manages uploading and supervises CCIH Webpage content, design, and traffic.
• Supervises CCIH social media content, design, and traffic.
• In coordination with CCIH Director, supervises print media and digital ad designs campaigns.
• Coordinates logistics (with GSA and designer) for CCIH annual journal:
Nexus.
• In consultation with Director and Associate Director, supervisory management of undergraduate graduate student workers— delegation of labor and tasks, project management, help and assistance, and completion of tasks if needed; collaborates with graduate student worker and consultants under the umbrella of the CCIH .
• Prepares, manages and approves KRONOS timecards for staff; communicates information to students/employees regarding payroll, and other HR issues.
•…