Office Manager - Department of Communication - College of LAS

Office Manager - Department of Communication, College of Liberal Arts & Sciences, University of Illinois at Urbana-Champaign

The Department of Communications is searching for an Office Manager to provide administrative support for the Department of Communication's course schedule and class registration, procurement and office needs.

Course Administration

• Maintains course schedule, department contact with campus on scheduling matters. Coordinate all aspects of the department’s course schedule, in consultation with various department and campus units (i.e., the Department Head, Associate Head, Director of Undergraduate Studies, Academic Advisors, online program coordinators, and the appropriate units of the Office of the Registrar).
• Maintain an overall awareness of and resolve issues with class schedule at any point in the term, working with campus and department administration. Advise department and answer questions regarding university policies and best practices for scheduling.
• Manage record keeping systems, including course schedules. Maintain up-to-date information and reports for reference by department administration. Research and provide longitudinal information when needed.
• Represent department in meetings concerning class schedule, policies, and procedures, when needed. Attend seminars and training sessions to stay abreast of new information, procedures and policies of the college and university. Familiarize department administration and faculty with new information.
• Assist Director of Undergraduate Studies with creation of new courses as needed.
• Assist students registering in courses, including providing information to students on class schedule and registration, notifying faculty and instructors each semester of the process for adding students to their courses, entering course overrides for students with proper approval, and informing approved students about how to register with an override.
• Assist with grade submission and notify faculty, instructors, and teaching assistants of deadlines and missing grades. Prepare supplemental grade report changes, maintaining confidentiality, securing appropriate department approval(s) and submitting in compliance with FERPA regulations. Monitor electronic grade change system and notify Department Head, Associate Department Head, and Director of Undergraduate Studies when appropriate.
• Provide information to the department related to scheduling classrooms for mid-term exams and final exams. Inform faculty, instructors, and teaching assistants of policies related to exams and follow-up as needed. Arrange for courses where the syllabus doesn’t follow the normal final exam schedule. Make any special arrangements for mid-term, final, or review sessions and inform faculty, instructors, and teaching assistants.
• Monitor academic integrity allegation cases in online system (FAIR). Coordinate with department head on appeals and any other needs, while maintaining confidentiality.

Purchasing & Reimbursement

• Research and complete purchases for faculty and department, reviewing funding and determining appropriate source of funding and procurement method (T-Card, P-Card, iBuy purchase order, Banner purchase order). Responsible for use of and questions pertaining to a variety of department accounts.
• Answer faculty inquiries that require investigation, interpretation, and explanation of university policies and procedures related to purchasing. Work with the appropriate university offices to resolve problems.
• Process reimbursement for expenses that cannot be pre-paid by another procurement method.

Office Support

• Department event planning including coordinating catering, room reservations, hotel accommodations and other logistics as needed
• Serve as point of contact for walk-in guests, incoming phone calls, and department email account
• Distribute mail
• Complete copy work and scanning requests
• Scheduling space and equipment.
• Monitor office supplies and order as necessary to maintain consistent availability
• Facilities and Services department contact for routine maintenance and cleanings, which includes submitting and monitoring work orders. For larger…