UNIVERSITY OF ILLINOIS URBANA-CHAMPAIGN

Join our dynamic team at the Siebel School of Computing and Data Science! We are currently looking for motivated individuals to take on the role of Office Administrator. This position offers a high level of responsibility and independence, making it an excellent opportunity for those looking to grow and develop their careers.
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 department.

MINIMUM QUALIFICATIONS

1. High school diploma or equivalent.

2. Any one of the following from the categories below:

• Four (4) years (48 months) of work experience comparable to the third level of this series.
• Two (2) years (24 months) of work experience comparable to the fourth level of this series.

PREFERRED QUALIFICATIONS

• Associates Degree in Accounting, Business, or other related field
• 5+ years in relatable business settings
• Supervisory experience
• Prior experience working with international students and scholars
• P-card and T-card certifications

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to interact effectively with faculty, students, staff, and guests on a daily basis through both written and verbal communication.
• A thorough and advanced understanding of University policies and procedures to ensure compliance with University regulations.
• Ability to exercise initiative, confidentiality, discretion, and sound independent judgment with little to no input from supervisor.

• Leadership and supervision: • Oversee and manage the daily operations of a group of non-exempt civil service staff in a faculty support role. Provide guidance and make recommendations based on knowledge of department and campus policies and procedures and best practices. Serve as a resource person for faculty and staff. • Supervise assigned staff, which includes selection, training/mentoring, promotion, discipline, coaching, and conducting regular performance evaluations. • Independently coordinate and oversee the daily operations of the team in terms of providing 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. • Conduct full group and ad hoc meetings to effectively monitor the distribution of workloads and efficiency of workflows, amending as needed. • Serve as the liaison between assigned staff and the Assistant to the Director. • 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: • Review transactions processed by the assigned staff, including acting as their Emburse Enterprise Manager. Train and mentor staff to ensure that proper procedures and best practices are followed when submitting transactions within the system. • Prepare and analyze reports related to tasks that are performed by assigned staff.
• Policy/Procedure Development: • 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: • Serve as the liaison between the assigned staff and the Director’s recruiting team. • Coordinate and manage tasks required to facilitate the unit’s faculty hiring process, including creating templates and reference material for others to use. • Serve as a resource for information related to the assigned staff’s role in the faculty recruiting process.
• Serve as backup for assigned staff when workload balancing is required. This includes arranging travel, processing reimbursements, coordinating purchases, arranging internal and external meetings, hosting guests, and other tasks to ensure reliable faculty support.
• Facilitate department-level small equipment and supply orders, including routing purchasing approvals and making purchases. Perform additional appropriate duties to further the mission of the department.