Office Administrator - Siebel School of Computing and Data Science

Office Administrator Siebel School of Computing and Data Science The Grainger College of Engineering University of Illinois Urbana-Champaign

The Siebel School of Computing and Data Science in The Grainger College of Engineering seeks applicants for an Office Administrator position. This position will direct and coordinate faculty administrative support functions in a supervisory role, provide business process oversight, and mentor/train other office support staff within the school.

Duties and Responsibilities:

· Leadership and supervision:

o Oversee and manage the daily customer service operations of a group of non-exempt civil service staff in a faculty support role. Provide guidance and make recommendations based on knowledge of school and campus policies and procedures and best practices. Serve as a resource person for faculty and staff.

o Supervise assigned staff, which includes selection, training/mentoring, promotion, discipline, coaching, and conducting regular performance evaluations.

o Independently coordinate and oversee the daily operations of the team in terms of providing customer service support for faculty and their research groups. This includes processing purchases, business transactions, and other administrative and clerical tasks. Delegate, direct, and oversee responsibilities performed by the assigned staff. Establish goals, deadlines, monitor progress, provide constructive feedback, and implement actions and changes necessary to accomplish work effectively and efficiently.

o Conduct full group and ad hoc meetings to effectively monitor the distribution of workloads and efficiency of workflows, amending as needed.

o Serve as the liaison between assigned staff and the Assistant to the Director.

o Maintain an awareness of organizational activities related to faculty support functions of the group, communicating with faculty and the Director's office to ensure needs are being met. Attend faculty meetings as needed to receive updates on related activities.

· Business process oversight:

o Review transactions processed by the assigned staff, including acting as their Chrome River Manager. Train and mentor staff to ensure that proper procedures and best practices are followed when submitting transactions within the system.

o Prepare and analyze reports related to tasks that are performed by assigned staff.

· Policy/Procedure Development:

o In collaboration with the Assistant to the Director, work closely to develop policies and procedures related to tasks that are performed by faculty assistants. Recommend, design, and implement relevant new policies and procedures. Maintain the administrative support manual and other procedural documents to reflect current policies, procedures, and resource documents.

· Faculty recruiting:

o Serve as the liaison between the assigned staff and the Director's recruiting team.

o Coordinate and manage tasks required to facilitate the unit's faculty hiring process, including creating templates and reference material for others to use.

o Serve as a resource for information related to the assigned staff's role in the faculty recruiting process.

o Serve as primary support for incoming and departing/retired faculty and their students. Provide support for new and growing research centers as needed, in collaboration with the Office Managers.

o Serve as backup for assigned staff during vacancies, extended absences, and when workload balancing is required. This includes taking on assigned faculty to support arranging travel, processing reimbursements, coordinating purchases, arranging internal and external meetings, hosting guests, and other tasks to ensure reliable faculty support.

o Facilitate school-level small equipment and supply orders, including routing…