Office Administrator - Facilities & Services

Duties and Responsibilities Administrative Leadership & Operations Management

• Lead / co‑lead EMT support classes, which are developmental trainings offered for office support classifications at FS.
• Directs and coordinates administrative support functions for FS and Utilities Energy Services with full accountability for results.
• Establishes and maintains policies and procedures for FS, and Utilities Energy Services.
• Manages the leave‑request process of those supervised by the Director of UES and AVC while reconciling calendars as needed.
• Advise EMT on administrative support functions, policies and procedures.
• Represents Utilities Energy Services / EMT at various meetings.

• Establishes, manages, and revises calendars for the Director of Utilities Energy Services and other members of FS’ Executive Management Team (EMT), ensuring leadership is informed of upcoming commitments and priorities.
• Co‑ordinates meetings with 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.

• With comprehensive knowledge of FS’ scope and role within the University of Illinois System, communicates 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.

• Establishes and maintains confidential records and files for designated unit staff.

• Establishes and maintains inventory records and conducts periodic checks for control purposes.

• Governs Committee Charge Letters from initiation through disbursement up to various campus leadership offices.
• Performs additional related responsibilities as needed.