Office Manager (Confidential)- Office of the Vice Chancellor for Academic Affairs and Provost
University of Illinois

Job Info

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Office Manager (Confidential)

Office of the Vice Chancellor for Academic Affairs and Provost

University of Illinois at Urbana-Champaign

The University of Illinois Urbana-Champaign has an opening for an Office Manager in the Office of the Vice Chancellor for Academic Affairs and Provost. This position provides administrative support to the Associate Provost for Faculty Development and the Associate Provost for Faculty Employee Relations. This includes managing a fast-paced and complex calendar; coordinating and maintaining an understanding of the initiatives and tasks for each associate provost and utilizing experience, knowledge, initiative, and independent professional judgment to complete daily tasks. The Office Manager frequently works with sensitive information and must maintain confidentiality and exhibit discretion at all times.

The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status. For more information, visit http://go.illinois.edu/EEO.

Duties and Responsibilities:

• Assist the Associate Provost for Faculty Development and Associate Provost for Faculty Employee Relations. Responsible for the day-to-day workflow of the associate provosts to include calendar management, exercise independent judgement and initiative to determine priorities and timing for meetings and appointments; monitor incoming mail, draft responses, and keep associate provosts informed of daily messages and events.
• Process human resource proposals sent to the Provost Faculty Affairs email such as tenure rollbacks, emeritus/emerita requests, retirement, separation and resignation agreements, leave of absence requests, as well as items submitted by units and colleges in the Hire Touch system.
• Review proposals to anticipate issues that need to be addressed before Associate Provost for Faculty Development and/or Executive Vice Provost for Academic Affairs approval. Route additional requests in Hire touch to Executive Associate Provost for Budget and Resource Planning and Executive Associate Provost for Academic Affairs when appropriate.
• Provide staff support for special committees appointed by the Provost and Executive Vice Provost for Academic Affairs. Assist associate provosts with committee responsibilities and commitments related to membership in national organizations.
• Provide support for the Associate Provost for Faculty Employee Relations on a wide variety of academic matters, including issues related to campus policies, procedures, and sensitive faculty personnel matters.
• Process travel and various activities in the TEM system such as reimbursements and honorariums.
• Provide administrative support to the University Laboratory High School Advisory Board to include schedule regular meetings, draft agendas, attend meetings, take minutes, and compile a report of the last three months of general board meeting minutes that is shared with faculty, staff, students, and parents.
• Plan, coordinate and implement special projects on behalf of the Associate Provost for Faculty Development. Perform other administrative duties as required and assigned.

Required education, experience, and qualifications:

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

Knowledge, Skills, and Abilities:


This position requires a knowledge and understanding of the people who staff both campus and university offices. Working with these individuals effectively and efficiently requires campus-wide contacts and an ability to convey decisions as well as to cooperate with a wide variety of people in academic and administrative units, academic and non-academic staff members, students, and the general public. Additionally, an understanding of human relations and the ability to communicate harmoniously with a wide variety of people who visit and/or contact the office daily is crucial. The position requires the ability to understand and help resolve complex problems as they arise and, also requires a working knowledge of the organization of campus services.

Difficulty


The most difficult aspects of this position are keeping abreast of the massive amount of incoming information; judging how that information should be disseminated or acted upon; coordinating and planning the workflow to meet all the various and often conflicting deadlines; and suggesting new means of handling the workflow. All this must be accomplished in interactions with people having a variety of personalities and management styles.

The primary duties associated with this position require in-person attendance, patience, ability to multitask in an ever-changing environment, and the capacity to work with people at all levels of the university is essential. There are no unusual physical requirements with this position. Tact, discretion, attention to detail, and regard for confidentiality are essential.

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 close of the search. Salary is commensurate with experience. Immigration sponsorship is not available for this position.

Application Procedures & Deadline Information
Applications must be received by August 22, 2022. Apply for this position using the Apply Now button at the top or bottom of this posting and upload a cover letter, resume and contact for three professional references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through this website will not be considered. For further information about this specific position, please contact Amanda Plotner (aplotner@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, 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 accessibility@illinois.edu .

Requisition ID: 1010792
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

This job has expired.