Office Administrator - Facilities & Services

Office Administrator - Facilities & Services

This position provides comprehensive administrative and operational support to designated members of the Associate Vice Chancellor's office, serving as a key contributor to office effectiveness and continuity. This role supports growth and development opportunities while functioning as support and back-up for the Administrative Assistant. This role requires discretion, organization, and proactive problem-solving, while consistently supporting and upholding the Purpose, Values, and Guiding Principles of Facilities & Services (F&S).

• Administrative Leadership & Operations Management
  • Lead / co-lead EMT support classes, which are developmental trainings offered for office support classifications at F&S.
  • Directs and coordinates administrative support functions for F&S and Utilities & Energy Services with full accountability for results.
  • Establishes and maintains policies and procedures for F&S, and Utilities & Energy Services.
  • Manage leave request process of those supervised by the Director of UES and AVC while reconciliating calendars as needed.
  • Advise EMT on administrative support functions, policies and procedures.
  • Represent Utilities & Energy Services / EMT at various meetings
• Executive Support & Scheduling Coordination
  • Establishes, manages, and revises calendars for Director of Utilities & Energy Services, and other members of F&S' Executive Management Team (EMT), ensuring leadership is informed of upcoming commitments and priorities. Meeting coordination includes critical campus stakeholders, including the Chancellor's Office, the Provost's Office, the University of Illinois System Office, leading up to presentations at the Board of Trustees.
  • Coordinates meetings, travel, and overall scheduling organization.
  • Attends meetings, records notes, and ensures follow-up and effective information sharing.
  • Serves as a liaison and resource to internal and external stakeholders.
• Communication & Customer Service
  • With comprehensive knowledge of F&S' scope and role within the University of Illinois System, communicate with customers and stakeholders.
  • Serves as the primary point of contact greets visitors, answers and directs calls, and relays messages.
  • Manages incoming communications, including reviewing, prioritizing, and responding to mail and inquiries.
  • Interprets and explains policies and procedures to internal and external stakeholders.
  • Oversees internal mail distribution and mailroom operations.
• Supports the Administrative Assistant in the Associate Vice Chancellor's office and serves as back-up when the Administrative Assistant is unavailable.
• Records & Information Management
  • Establishes and maintains confidential records and files for designated unit staff.
• Inventory Management
  • Establishes and maintains inventory records and conducts periodic checks for control purposes.
• Fiscal / Annual Processing Support
  • Governs Committee Charge Letters from initiation through disbursement up to various campus leadership offices.
  • Performs additional related responsibilities as needed.

Office Environment

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.

• Competencies, Knowledge, Skills, and Abilities:
• Organizational skills, initiative, discretion, and tact; absolute confidentiality of information. Requires maturity, sound judgment, and the ability to multi-task and handle complex and diverse issues. Skill in dealing with a wide variety of personalities.
• Administrative & Technical Knowledge
  - Knowledge of administrative procedures, office systems, recordkeeping, and standard office technology, including computer systems, software applications, and data processing.
• Customer Service & Stakeholder Support
  - Knowledge of customer service principles, including assessing needs, ensuring service quality, and…