Office Administrator - Office of Public Engagement
University of Illinois - Urbana-Champaign
Location: Urbana, Illinois
Internal Number: 4601682
Office Administrator - Office of Public Engagement University of Illinois at Urbana-Champaign
Job Summary As a member of the Office of Public Engagement (OPE) administrative support team, this position will serve as the primary OPE receptionist, provide general administrative support to public engagement fellow(s) and program coordinator(s), and assist with communication efforts and special projects. This position will also serve as administrative support backup for other office staff. The Office Administrator has access to highly sensitive information and must maintain careful regard for confidentiality and exhibit discretion. Duties & Responsibilities -
Serves as the assistant and principal support person for public engagement fellow(s) and program coordinator(s). Responsible for day-to-day workflow of administrators, which includes managing the calendars, reviewing incoming mail for appropriate handling, and keeping administrators informed of daily messages and events. Handling all aspects of the travel, conference registrations, and expense reimbursement. Provide assistance with project management, committee responsibilities, and tasks helping track the many initiatives and deadlines. Frequently communicate/interact with other staff across campus and staff from local community offices. This is crucial in the status and deadlines for the large number of projects and initiatives the OPE is leading. In addition, this position will assist other PE personnel with special projects as needed.
Provide support by assisting with planning and execution of special events and projects, including participating in event planning meetings; coordinating venue, technology, and catering needs as well as travel arrangements for participants and special guests; assisting with preparation and assembling of event materials; managing online registration form and event documents; maintaining event kit inventory; and attending and managing on-site logistics such as registration, set-up/clean-up, technology, issues, and photography during the event.
Provide communication assistance including uploading simple website updates, posting social media information; proofreading documents; preparing/updating spreadsheets and databases, and assisting in the creation of newsletters, reports, and other documents as directed.
Serve as receptionist for OPE. Answer/screen calls and greet guests, routing the calls to the appropriate Administrative Assistant or Administrator. Requires excellent telephone etiquette skills and a working knowledge of the administrator's responsibilities and projects, as well as other university units to properly redirect calls and correspond as needed. Frequently communicate/interact with others from across campus and in the community. Additionally, monitor and disseminate OPE email; accept and distribute mail/packages and facilitate shipments; maintain supply inventory and place orders as needed including office supplies, business cards, name tags, event kits, and other materials as needed; and assist with payment processing including memberships, honoraria, and subscriptions.
As a member of the OPE administrative support team, serve as backup for other administrative support personnel in their roles as support staff for other members of the OPE leadership team, including calendaring, correspondence, and mail delivery.
Other duties as assigned.
Additional Physical Demands The duties associated with this position are many, varied and complex. Because of the fast-paced nature of the OPE, issues and activities are often extremely complicated and must be dealt with quickly.
This position requires patience, and an ability to work with people is essential. Tact, discretion, and careful regard for confidentiality are essential. Required Qualifications -
High school diploma or equivalent.
Any one of the following from the categories below:
Four years (48 months) of work experience comparable to the third level of this series.
Two years (24 months) of work experience comparable to the fourth level of this series.
Knowledge, Skills and Abilities -
Knowledge and understanding of the people who staff both campus and university offices. Working with these people effectively and efficiently requires campus-wide contacts and an ability to convey decisions as well as cooperate with a wide variety of people in academic and administrative units, and the general public.
An understanding of human relations to communicate harmoniously with a wide variety of people who, daily, visit and/or contact the office.
The ability to understand and help resolve complex problems as they arise and requires a working knowledge of the organization of campus services.
Excellent communication skills and telephone etiquette.
Computer skills, with knowledge of Microsoft Word and Excel, as well as Outlook and the Chrome River process.
Maturity, sound judgment, initiative, writing skills, well-developed organizational skills, and the ability to deal with complex and diverse issues and personalities.
The incumbent must show evidence of independent decision-making.
Knowledge of appropriate conversation style and ability to deal effectively with community leaders, legislators, staff, deans, directors, department heads, and other campus administrators, and university administration personnel regarding their requests and/or their problems.
General knowledge of organization of campus-wide personnel and ever-changing duties and issues in which the office is involved in general and in which incumbent is involved specifically as a result of incumbent's job responsibilities.
This is a 100% full-time Civil Service 3253 - Office Administrator position. The expected start date is as soon as possible after the close of the search. Salary is commensurate with experience. Employment visa sponsorship is not available for this position.
Applications must be received by 6:00 pm (CST) on October 2, 2023. Upload a cover letter, resume, contact information for three professional references, and proof of degree(s) if applicable.
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 Laura Williams at [email protected]. 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, COVID-19 vaccination requirement, 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 [email protected].
Requisition ID: 1020265 Job Category: Administrative Support
The University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement. With our land-grant heritage as our foundation, we pioneer innovative research that tackles global problems and expands the human experience. Our transformative learning experiences, in and out of the classroom, are designed to produce innovative alumni who desire to make a significant, societal impact.