Office Manager

The University of Illinois Urbana‑Champaign seeks a highly organized, proactive Office Manager to support the senior leadership team of the Office of Enrollment Management.

The Office Manager will provide high‑level administrative support to the Associate Provost for Enrollment Management and key unit directors across admissions, registrar services, marketing, communications, data analysis, and student financial aid.

• Work with the Associate Provost, Assistant Director of Business Operations, and EM unit directors to manage purchases and business functions, ensuring timely creation, processing, and reconciliation in systems such as Banner, P‑Card, T‑Card, i‑Buy, Emburse Enterprise, and My‑UI‑Financials. Serve as a backup approver for expense reports when the Assistant Director is on vacation.
• Manage calendars and scheduling for the Associate Provost and unit directors, handle high‑level correspondence, protect confidential information, and complete special projects as requested. Answer the main phone line and greet visitors to the EM management suite.
• Assist with annual requisition renewals, contracts, property accounting, inventory, and Pinnacle requests.
• Schedule internal and external meetings, create agendas, take minutes, and organize events, including space rental, catering, invitations, and presentations.
• Conduct research, gather data, and prepare presentations for projects under strict deadlines; respond to information requests from senior leadership and manage the Race/Ethnicity approval process.
• Arrange travel for EM unit directors and staff, process payments and reimbursements.
• Oversee onboarding and exit processes, ensuring new staff receive equipment, training, and access, and that departing staff return all assets.
• Coordinate building maintenance and work orders, manage security access audits, and serve as Unit Security Contact for EM staff as needed.
• Maintain building swipe card access, key inventory, emergency action plans, and the Campus Charitable Fund Drive for OAR.
• Handle ongoing office support: update org charts and phone lists; manage supplies; coordinate copier orders and service requests; schedule conference rooms; manage confidential documents; maintain employee emergency contact forms; and support other administrative tasks.

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

• Expert knowledge of P‑Card and T‑Card guidelines, policies, and procedures, and experience with the P‑Card web solutions system and TEM system.
• Ability to maintain the security and confidentiality of sensitive files and documents.
• Expert knowledge of MS Office, particularly PowerPoint, Word, and Excel.
• Strong organizational skills and ability to manage multiple priorities.
• Excellent typing, proofreading, and communication skills.
• Reliable attendance, attentiveness, and ability to work under pressure.
• Flexibility to learn multiple detailed tasks.
• Friendly and cooperative disposition with a willingness to ask questions when necessary.
• Familiarity with general office equipment, including printers, copiers, and fax machines.
• Ability to create a positive work environment.

This is a 100% full‑time Civil Service 3266 – Office Manager position, appointed on a 12‑month basis. The expected start date is as soon as possible after 8/3/2026. The budgeted starting salary for this position is $46,975.50 annually. This position is not eligible for any type of sponsorship for work authorization.

Applications must be received by 6:00 pm (Central Time) on Thursday, July 16, 2026. Apply through the university’s job portal; applications submitted through other channels will not be considered.

The University of Illinois System is an equal‑opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates.

This position is eligible for benefits, including Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid Time Off, and Tuition waivers for employees and dependents.

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