Office Manager - Department of Geography & Geographic Information Science
University of Illinois at Urbana-Champaign
The Department of Geography & Geographic Information Science is searching for an Office Manager to coordinate Geography & Geographic Information Science (GGIS) course scheduling, visiting speaker series, and other departmental events. Support the School of Earth, Society, and Environment (SESE) Business Office by arranging travel and expense reimbursements for faculty and students. Assist SESE Associate Director with faculty grant and contract administration.
Duties & Responsibilities
School of Earth, Society, and Environment (SESE) Travel and Event Administration
Coordinate conference and research travel for Geography (GGIS) and Geology (ESEC) faculty and students.
Process faculty and student reimbursements and visa requests.
Attend University Payables and Chrome River trainings and be aware of current policies and procedures.
Inform SESE faculty, students, and staff of policy updates to ensure successful payments and reimbursements.
Organization and Maintenance of Departmental Curriculum and Registration
Enter course schedules into Banner.
Reserve classroom space and technology resources via ATLAS, FMS, and ICS.
Maintain schedules for Geography-controlled classrooms.
Provide Banner course registration assistance (overrides) for department-controlled courses.
Coordinate final exams with faculty and instructors, and room reservations with Scheduling Office.
Track faculty and graduate teaching assistants (TA) completion of ICES course evaluations each semester.
Grants and Contracts Administrative Tasks for GGIS
Create documents needed for Geography faculty grant proposals such as Biosketches, current and pending support, collaborators, and other affiliations.
Facilitate submission of no-cost extension requests for active grants in the Department of Geography.
Submit requests for anticipation accounts for new Geography grants as needed
Other duties as assigned to further the mission of the department.
Undergraduate Program Coordination
Maintain confidential student files in Undergraduate Records.
Order print materials and course textbooks for faculty and instructors.
Communicate Roepke scholarship deadlines; process student applications and payments.
Approve faculty late grade change requests each semester.
Recruit current majors to participate in annual Major-Minor Fair and LAS Liftoff.
Plan and advertise the annual GTU induction ceremony for new and continuing students, and collect and process membership dues.
Departmental Events & Tasks
Coordinate setup, supplies, and catering for departmental events.
Assist faculty colloquium coordinator with colloquium series.
Set up weekly coffee hours, and coordinate with faculty to ensure contributions.
Send invitations and create RSVP forms for departmental social events.
Plan Annual Geography Convocation reception.
Sort incoming mail and packages, and process outgoing UPS shipments via CampusShip.
Update departmental phone/address directory, mailboxes, and faculty information poster as needed.
Order and organize departmental office supplies.
Maintain key inventory for Geography-controlled classrooms at Davenport Hall.
Coordinate reservations for Russell Seminar Room and small conference room (1044 NHB).
Arrange travel for faculty search candidates and departmental events.
Required Qualifications
High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.
Successful candidates will have:
Awareness of, and sensitivity to, cultural and linguistic differences.
Knowledge of university administrative software and applications: Banner, IBuy, Microsoft Office, Webtools, UndergradRecords, Chrome River.
Knowledge of current and updated University policies and procedures.
Skill in decision-making and considering relative costs and benefits of potential actions.
Ability and desire to continuously learn and expand knowledge, use initiative, act independently, and make decisions.
Ability to prioritize multiple tasks according to strict deadlines.
Ability to develop and maintain ""organizational memory"" (i.e., keep track of procedures, requirements, events, tasks, and people).
Ability to deal with stressful situations, assume responsibility, and work independently.
Solid interpersonal skills and professional acumen.
Ability to remain calm and productive in a busy work environment with frequent interruptions.
Ability to communicate effectively and professionally in a higher-education environment; build rapport and establish effective working relationships with students, faculty, and staff colleagues.
Attention to detail.
Appointment Information
This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline 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 approximately $44,267.08 ($22.701/hour).
The employee hired into this position will be expected to work onsite on a full-time basis. A hybrid work arrangement can be discussed after the six-month probationary period. The hired candidate will be required to establish Illinois residency within 180 calendar days after any employment offer or final appointment, please see SUCCS Statue and Rules, Section 250.50.b.6: [https://www.sucss.illinois.gov/pages/sar/Report.aspx?tblManuals_RulesID=8&kw=residency] for more information.
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 September 23, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. Upload your cover letter, resume, and names/contact information for three professional references. Please remember to include specific information on how you meet the qualification of the position in your application materials. 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 lascollegehiring@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 .
The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.
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: 1026524 Job Category: Administrative Support Apply at: https://jobs.illinois.edu
