Office Manager - Grainger Engineering Office of the Dean
Job description
Office Manager
Engineering Administration
Office of the Dean
The Grainger College of Engineering
The Grainger ColThe Grainger College of Engineering seeks Office Manager applicants to work in a team environment to provide administrative support for the day-to-day administrative functions for the Grainger
College of Engineering Office of the Dean. This position will also provide administrative support for the Offices of Facilities & Safety and Communications & Marketing as necessary and in conjunction with other Office of the Dean personnel.
Duties and Responsibilities
- Provide clerical support for various College of Engineering meetings and committees as directed by the assistant to the dean and working closely with committee chairs when necessary. Such support may include contacting committee members, scheduling meetings, reserving rooms, preparing agendas, coordinating/ordering food, sending reminders, and distributing materials prior to the meetings. Such meetings include but are not limited to the following: Annual Faculty Meeting (fall semester); Leadership Retreat (semi-annual, off-campus); College of Engineering Administrative Committee, along with the Department Head/Director meetings prior to Administrative Committee meetings, both of which meet on a monthly basis with alternating departments hosting the session; Dean’s Student Advisory Committee (monthly), Department Head luncheons with the Dean (monthly); Diversity Committee; College of Engineering Executive Committee, which includes scheduling weekly meetings and preparing the agenda, minutes, and other related documents; facilitating the review and approval of documentation for course and curriculum changes; scheduling the times and locations of the meetings; and maintaining the committee website to ensure that its content is continually up-to-date; and potentially other standing college committee meetings as directed.
- Coordinate the college-level annual Faculty Awards and various other faculty awards throughout the nomination and award process, including the campus faculty instructional awards and other campus leadership awards, under clear guidance from the assistant to the executive associate dean and assistant to the dean. Such coordination entails sending initial communications to all departments that include the letter of solicitation for nominations, award description and criteria, and a list of past awardees. Ensure proactive follow-up to departments as needed and ensure timely responses. Provide clerical support to the college-level Awards Committee members during the process of ranking the recipients for the awards. Provide solicitation and frequent follow-up with the Engineering Council for the annual faculty advisor awards. Update and maintain the College website for faculty awards. Distribute letters of notification to the awardees on behalf of the college with appropriate oversight. Assist with coordination of the annual Faculty Awards Ceremony working closely with the Marketing staff.
- Assist the Offices of Facilities & Safety and Communications & Marketing with a variety of tasks that might include calendaring, scheduling meetings, securing meeting rooms, booking travel, making purchases, and general office support tasks as needed.
- Handle elections for standing and ad hoc college committees. This annual process entails sending initial communications to department heads and directors soliciting names for committee members, tracking committee terms of service, and updating committee lists.
-With guidance, communicate professionally with departments regarding various approval notices or summary information, including but not limited to, Board of Trustee approval notices for faculty hires and promotions, Leave of Absence approval notifications, sabbatical application summaries, etc. Save such approval notices or other pertinent information to the shared files.
- Perform other duties as assigned.
Minimum Qualifications
- High school diploma or equivalent.
- Two (2) years (24 months) of work experience comparable to the third level of this series.
Knowledge, Skills, and Abilities
- Ability to understand the requirements, policies, and procedures of The Grainger College of Engineering, as well as develop a thorough knowledge of academic and university-level policies.
- Excellent detail-oriented, organizational, and administrative skills to operate effectively in a fast- paced environment.
- Ability to work in a team environment.
- Ability to multi-task, while coping with numerous interruptions and maintaining a calm and pleasant demeanor.
- Ability to be flexible and handle unexpected and urgent (often last-minute) requests from key constituents.
- Demonstrated willingness to learn new duties and ask questions to work in a cooperative and collaborative administrative environment.
- Ability to interact and communicate professionally and effectively with a wide array of people including senior administrators, faculty, and staff from across the college and campus.
- Proficiency in the use of the Microsoft Office suite of products is required, including Outlook, 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 closing date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Manager classification is $21.83 per hour. The employee hired into this position will be expected to work onsite on a full-time basis during the training period. A hybrid work schedule is possible and can be discussed when training is complete.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on May 24, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. To be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact Summer Redman at sredman@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.
Requisition ID: 1017524
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
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