Office Manager - LAS Office

College of Liberal Arts & Sciences University of Illinois at Urbana-Champaign Duties & Responsibilities

• Proxy authority of development directors to produce expense reports for reimbursement of travel card and personal expenses incurred; reconciles business expense transactions ensuring that University procurement policies are followed
• Manages all aspects of travel for development directors, anticipating conflicts and proactively resolving them through effective communication with vendors and deep understanding of reimbursement policies
• Maintains highly confidential donor, corporate and personnel files for principals
• Maintains the appointment calendar for development directors and coordinates calendars with those of other professional staff in the unit and College
• Utilizes TED to create standardized reports and collect data as needed
• Schedules meetings for directors and university staff as needed
• Prepares necessary materials for development meetings and appointments
• Liaison with university departments on behalf of the development officers
• Responsible for updating donor and alumni contact information and logging all donor interactions in TED
• Creates in final format all correspondence except major donor correspondence
• Screens and directs calls, when possible, independently responds to questions from donors and LAS units
• Provides back-up support for other clerical staff within the Office of LAS Advancement
• Assists with stewardship projects as needed including impact reports and mailing
• Compiles weekly unit and college announcements and distributes to advancement staff
• Responsible for monitoring shared advancement mailboxes and responding to inquiries as appropriate

The Office Manager has responsibility for and coordinates all the administrative functions for the Director(s) of Development and Director of Corporate and Foundation Relations, including calendar management, expense reporting, arranging travel, drafting and managing correspondence, generating reports from a TED database on a regular basis and collecting data, performing prospect research and data management, preparing briefing materials, coordinating meetings, and performing administrative support for the unit.

• Proxy authority of development directors to produce expense reports for reimbursement of travel card and personal expenses incurred; reconciles business expense transactions ensuring that University procurement policies are followed
• Manages all aspects of travel for development directors, anticipating conflicts and proactively resolving them through effective communication with vendors and deep understanding of reimbursement policies
• Maintains highly confidential donor, corporate and personnel files for principals
• Maintains the appointment calendar for development directors and coordinates calendars with those of other professional staff in the unit and College
• Utilizes TED to create standardized reports and collect data as needed
• Schedules meetings for directors and university staff as needed
• Prepares necessary materials for development meetings and appointments
• Liaison with university departments on behalf of the development officers
• Responsible for updating donor and alumni contact information and logging all donor interactions in TED
• Creates in final format all correspondence except major donor correspondence
• Screens and directs calls, when possible, independently responds to questions from donors and LAS units
• Provides back-up support for other clerical staff within the Office of LAS Advancement
• Assists with stewardship projects as needed including impact reports and mailing
• Compiles weekly unit and college announcements and distributes to advancement staff
• Responsible for monitoring shared advancement mailboxes and responding to inquiries as appropriate

• Drafts, edits, and formats follow-up emails and proposals to corporate and foundation partners, as well as stewardship materials, to maintain timely and professional engagement
• Identifies new funding opportunities and maintains accurate records of current prospects with ongoing research through UIF (TED and PDA), OCR (Salesforce) and proprietary resources (First Ignite, Instrumental, Linked In Sales Navigator)
• Prepares briefing materials and organizational profiles for leadership
• Schedules and coordinates meetings with internal stakeholders and external partners and facilitate timely follow-up actions
• Other duties as assigned to further the mission of the unit

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

• Ability to communicate effectively with others
• Solid interpersonal skills and professional acumen.
• Ability to communicate effectively and professionally, build rapport and establish effective working…