Office Administrator
University of Illinois

Job Info

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Office Administrator

University Office of Planning & Budgeting

Sponsorship for Work authorization is not available for this position.

Job Summary
Position performs secretarial duties for the University Office for Planning and Budgeting staff consists of 14 FTE (Senior Assistant Vice President (1 FTE), Director (2 FTE), Associate Director (2 FTE), Budget & Financial Analysis Coordinator (1 FTE) and Resource and Policy Coordinator/Analyst (8 FTE)). Assists staff in managing the day-to-day operations of the office by handling problems and requests that do not require their personal attention or when they are unavailable. This position requires discretion, confidentiality and independent judgment.

Duties & Responsibilities

• Assist staff in the production of the Illinois State Legislature Forms, i.e., editing, assembling, sorting, comparing, and copying of all correspondence, reports, analyses, mailing lists/labels. Each of these tasks requires precise and accurate attention to detail. This project requires extensive graphics work in Adobe Illustrator, Photoshop and Acrobat. This data is provided at the request of the President and the Office of Governmental Relations. These documents support the State appropriation of the University.
• Assist staff with data entry of tables, documents, letters and other materials. Many documents which are prepared are of a confidential nature and require discretion concerning the release of information. Effective communication is required, including a strong grasp of the English language.
• Assist staff with purchase and acquisition of sensitive data. This information is essential to the department's work in analyzing data for ad-hoc requests and published documents. These purchases require facilitating contract negotiations between the vendors and University Purchasing, as well as handling of highly sensitive and confidential information.
• Manage wide-scale audit, digitization, and storage of the Office's physical library. This involves coordinating with other department staff as well as the Office of Records and Information Management Services and Library Archive staff. Ensures compliance with university and state archive procedures and document preservation laws, requiring a knowledge and understanding of these regulations, processes, procedures, and terminology. Supervises and assists a small team of student workers as part of this effort and is heavily involved in all stages of hiring including recruitment, selection, training, setting performance standards and monitoring performance, and timekeeping. Prepare project plans, procedures, and metrics for tracking progress.
• Lead an ongoing project to create a comprehensive, full-department process manual. This involves writing, editing, and formatting as well as working with and interviewing each member of the department. Assists in updating the internal wiki and updating org charts in Visio/Powerpoint.
• Maintain the University Office for Planning and Budgeting's Digital library which includes historical copies of reports pertaining to higher education in general, and University of Illinois System in particular.
• Represent the department in various ways, including serving as the appointed IT Accessibility Liaison in the ITAL Program, representative and liaison in the Campus Charitable Fund Drive, and System Office Wellness Committee. Reports important information gleaned from these organizations to department staff when applicable.
• Serve as a resource person for staff of external units, both for ad-hoc data requests as well as providing fellow departments in the building with guidance, physical assistance, material resources, and other miscellaneous needs whenever required.
• Manage office conference room 67B HAB which is made available to various departments in the building. Maintain and sets up video and teleconference meetings. Provides recordings and transcripts of internal department meetings.
• At the request of staff, or in their absence, monitors telephone and written requests to the office and, as necessary, notifies the appropriate staff members to ensure timely responses to requests. Alerts staff to special or high priority requests. As requested, drafts initial responses on behalf of staff members. Directs office mail to assigned staff members. Determine if calls should be handled internally or if they should be directed to other campus or University offices. Position requires knowledge of specific responsibilities of individual Planning and Budgeting staff members and the functions of other administrative units.
• Schedule meetings, conferences, seminars, etc., for staff, for both on- and off- campus activities. Makes travel arrangements as necessary, including air travel orders, car releases, etc. Works with staff to complete necessary Travel and Expense Management (TEM) System claims, PCard and T-Card purchases.

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

1. Current University of Illinois Employee

Knowledge, Skills & Abilities

1. Proficiency in the use of automated information systems - Microsoft Office Suite applications (including but not limited to Outlook, Word, Excel, PowerPoint, Access), Microsoft Line applications and Adobe graphic packages including Photoshop and Illustrator. Incumbent must be able to integrate software packages into single documents and presentations.
2. Ability to organize and coordinate completion of major projects involving substantial keyboarding of text and tables, distribution and processing of such through coordinated effort by office staff. Position requires the ability to work with external units to coordinate materials for presentations and reports.
3. Extensive knowledge of office operations and procedures, staff responsibilities. Ability to evaluate priorities and to direct requests to appropriate staff members based on knowledge of specific staff responsibilities.
4. Extensive knowledge of campus and University policies, procedures and rules. Incumbent advises staff on policy and procedure questions.
5. Ability to execute assigned tasks under minimal supervision and to schedule workload according to office priorities so as to ensure the timely completion of projects.
6. Ability to exercise courtesy, tact and diplomacy in greeting visitors and callers. Position requires the ability to effectively represent the University Office for Planning and Budgeting in contacts with major offices, both internal and external to the University.
7. Ability to compose correspondence and reports without direct instruction or supervision.
8. Must have the ability to work with figures and to edit and assess accuracy. Incumbent must possess the ability to research data and assembly data into presentation format.
9. Requires good command of English and ability to proofread and edit material being transmitted by the office.

Position Responsibility

1. Supervisory Controls. Performs assignments under minimal supervision using own initiative. Determines work priorities and sets deadlines using independent judgment.
2. Guidelines. University rules and regulations along with informal office guidelines and procedures for completion of day-to-day projects are followed by the staff of the University Office for Planning and Budgeting.

Position Difficulty

1. Complexity. The University Office for Planning and Budgeting is involved in all aspects of the preparation and documentation of the University's Operating and Capital Budget Request and its presentation to the Board of Trustees and to State agencies as well as the preparation of the appropriation bill for the University's State operating budget. Some facets of these processes require the preparation of detailed and complex financial and/or statistical reports. The office is faced with numerous dcadli11es, often with short notice. Position requires in-depth knowledge of office policies, procedures and protocols. Knowledge of PC based software packages and ability to acquire new technical skills required.
2. Scope and Effect. The work of the University Office for Planning and Budgeting can affect the interaction between campuses and University Administration staff. Accurate and timely output results in increased credibility which affects the University's success in acquiring operating funds.

Environmental Demands

1. Physical Requirements. Sedentary work.
2. Work Environment. The office is a fast paced, highly productive office that has many day-to-day deadlines to meet which require working under almost constant pressure.

Personal Relationships

1. Personal. Contacts are with coworkers, individuals in other University Administration Offices, individuals in campus administrative offices at Urbana, Chicago and Springfield, and representatives of a variety of State government offices.
2. Purpose. Contacts are made for the purpose of exchanging information, giving or obtaining instruction, reporting or receiving progress, or greeting visitors.

Appointment Information

This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 11/5/2024. Salary range is $50,000-$55,400, salary is competitive and commensurate with qualifications and experience, while also considering internal equity. It is not typical for an individual to be offered a salary at or near the top of the full range for a position. System Office jobs such as this one are not eligible for the Referral Program.

Sponsorship for Work authorization is not available for this position.

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 (Central Time) on Tuesday, November 19th, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order 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. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Bree Smith at cbsmith@uillinois.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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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: 1027722
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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