Extra Help - Office Manager - OVCAS - Planning, Sustainability and Project Management

Extra Help - Office Manager - OVCAS Planning, Sustainability and Project Management

This Position is temporary and is limited to 900 hours.

Hiring Department: OVCAS - Planning, Sustainability and Project Management

Location: Chicago, IL USA

Requisition ID: 1028785

Work Schedule: Monday-Friday, 8:30 a.m. - 4:30 p.m.

Hours per Week: 37.5

Shift: Days

# of Positions: 1

Workplace Type: On-Site

Posting Close Date: Monday, December 16, 2024

Salary: The range for this position is $27.46 to $30.31 per hour.

About the University of Illinois Chicago

UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent 'Best Colleges' rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has over 300,000 alumni, and is one of the largest employers in the city of Chicago.

The University of Illinois Chicago offers a very competitive benefits portfolio. Click for a complete list of Employee Benefits.

Position Summary

The Extra Help Office Manager is responsible for ensuring the smooth operation of Planning Sustainability and Project Management's (PSPM) administrative functions, including reception and office coordination, facility management, and common area maintenance. The role also provides staff support by assisting with onboarding and offboarding, and addressing administrative inquiries. Additional responsibilities include fiscal and procurement support, event and travel coordination, document and information management, and general administrative assistance to the department. The Extra Help Office Manager leverages various University systems to maintain compliance, accuracy, and efficiency in all processes.

Duties & Responsibilities

Reception and administration coordination:

Anticipates and responds to detailed office support needs.

Oversees reception functions, including answering phone calls, buzzing in guests, handling incoming mail and deliveries, and greeting staff and visitors while directing them appropriately.

Manages unit office calendars, room reservations, and the tracking and distribution of office keys and lockers.

Ensures common areas are well-maintained, functional, and stocked with necessary supplies.

Handles copier maintenance by arranging repairs and ordering supplies.

Coordinates Facility Management requests for the unit and staff, including housekeeping needs.

Oversees the unit's University Vehicles, including documentation, usage, maintenance scheduling, repairs, and managing reservations and checkouts.

Documentation information management: Supports the creation, review, and maintenance of departmental documents for both internal and external audiences.

Maintains an up-to-date list of yearly PSPM memberships.

Assists with managing and updating the SharePoint site.

Helps oversee equipment and furniture inventory records, including periodic checks for inventory control.

Fiscal and procurement support:

Assists with procurement processes in compliance with University policies and procedures, including placing iBuy orders and serving as a credit cardholder for university purchases.

Supports PSPM staff with expense reports and reimbursements in Chrome River and manages other internal payments.

Assists with processing payments for meals, travel expenses, conferences, and related activities.

Team Support:

Provides administrative and operational support to PSPM Business Services and Human Resource teams, assisting with procurement, financial record-keeping, transactions, employee support, and ensuring compliance with institutional policies using various University systems.

Staff support:

Assists with onboarding and offboarding tasks for PSPM staff, serves as a central resource for addressing staff questions, and resolves administrative or procedural issues.

Coordinates logistical arrangements for conferences and meetings, including preparing necessary materials and organizing travel for PSPM staff.

Performs other related duties as assigned.

Perform other related duties and participate in special projects as assigned.

Minimum Qualifications

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.

Preferred Qualifications

• Bachelor's degree.
• Previous experience and/or demonstrated capability to work effectively in a cooperative team environment that requires frequent contact with various internal and external constituencies.
• Familiarity with University of Illinois business and administrative systems.
• Experience using Microsoft Office products, computer operating systems and spreadsheet programs.
• Strong organizational, problem-solving, and communication skills to effectively manage tasks and schedules, coordinate logistics, and support staff and operations.

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 provides accommodations to applicants and employees. Request an Accommodation
Looking for more University of Illinois positions?

We invite you to search for positions at each of the University of Illinois locations, the University of Illinois System Office and the University of Illinois Foundation. The University of Illinois System Office supports the primary missions of teaching, research, public service, and economic development for all of the Universities and offers positions in all locations. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions.

University of Illinois Urbana-Champaign
University of Illinois Springfield
University of Illinois System Office
University of Illinois Foundation

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.


To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/12786?c=uic







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