Office Manager - Department of Cell and Developmental Biology - College of LAS

Office Manager - Department of Cell & Developmental Biology

College of Liberal Arts & Sciences

University of Illinois at Urbana - Champaign

In the School of Molecular & Cellular Biology, we seek answers to fundamental questions about how organisms work and the many implications for life. Through a rich culture of collaboration, we drive new discoveries in human health and empower students with the critical and analytical skills needed for successful careers. MCB faculty are embedded within major interdisciplinary research institutes across campus, and they collaborate with peers throughout the world.

We educate students at the bachelor's, master's, and doctoral levels.

Duties & Responsibilities

* On behalf of the Department Head and as required to meet routine departmental needs: compile reports and data, communicate and interpret Department policies and procedures to administration, faculty, staff, students, and the public.

* Responsible for the day-to-day operation of the office: staff scheduling; coordinating work assignments; monitor departmental expenditures for compliance with campus policies and procedures:

* verify funding for RA appointments in communication with supervising faculty

* submit appointment requests via the appropriate system or workflow

* serve as a liaison between departmental employees and the School HR office relating to various HR matters.

* Oversee and coordinate conferences, faculty travel, accommodations for special guests of the department the annual departmental conferences. Purchase materials and services using p-card and t-card in support of departmental events and activities. Review, approve, and process employee reimbursement vouchers, travel vouchers and journal vouchers via Banner for expenses incurred.

* Coordinate administrative items as per established timetables of the Department, School, College, and the University such as promotion and tenure submissions, third-year reviews, and sabbatical.

* Assist the Department Head in the management of Department resources for adherence to policies and procedures.

* Supervise lower-level departmental office support employees

* Provide clerical and administrative support for the Department Head: open, review, respond to routine mail; maintain personal appointment calendar; compose both routine and confidential correspondence; schedule faculty meetings according to established policies & timetables.

* Serve as backup timesheet approver for bi-weekly unit employees and monitor to ensure timely submission of timesheets; advertise undergraduate hourly job openings via the Virtual Job Board.

* Other duties as assigned to further the mission of the department.

Required Qualifications

* High school diploma or equivalent.

* Two (2) years (24 months) of work experience comparable to the third level of this series.

Preferred Qualifications

* Solid interpersonal skills and professional acumen

* Ability to communicate effectively and professionally, build rapport, and establish effective working relationships with students, faculty, staff, and parents

* Commitment to creating an inclusive environment

* Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines

* Ability to effectively multi-task and stay organized

* Ability to remain calm and productive in a busy work environment with frequent interruptions

* Ability to be self-motivated, prioritize tasks, and exercise good judgment

* Attention to detail

* Ability to maintain confidentiality in all business matters

* Ability to handle sensitive matters with tact and diplomacy

* Knowledge of University and College, School, and Department requirements, procedures, rules, and regulations

* Ability to use the internet to obtain necessary information

* Proficiency in Microsoft Office Suite, including Word and Excel

Appointment Information

This is a 100% full-time Civil Service Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after the Final date to receive applications. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace…