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University of Illinois Urbana-Champaign · 5 hours ago

Office Manager - Industrial & Enterprise Systems Engineering

Urbana, IL

Full-time

Onsite

Entry, Mid Level

$24.09/hr - $24.09/hr

2+ years exp

The University of Illinois Urbana-Champaign is seeking an Office Manager for the Department of Industrial and Enterprise Systems Engineering. This role involves managing academic and fiscal functions, supporting graduate programs, and serving as a primary point of contact for students and faculty.

Higher Education

No H1B

Responsibilities

Manage the academic and event functions of the ISE Graduate Programs Office

Serve as the office’s front line and traffic manager for student, faculty, and public interaction; using in depth knowledge of programs, independently addressing routine and non-routine student questions, including answering phone calls and responding to walk-in traffic; direct individuals to appropriate resources as needed

Manage related group email accounts by addressing routine and non-routine questions using in-depth knowledge of the programs and the department

Assist with preparation, coordinate and attend graduate level events as needed

Maintain confidential student records and related systems

Conduct necessary and related document reviews for the department, faculty, and students. Follow up with students as necessary

Obtain data and create admissions reports as requested for graduate committee review. Work in Admissions database to update student records as needed

Communicate with faculty regarding deadlines and other academic related activities

Based on direction from staff and using in-depth departmental knowledge, update documentation and notify all relevant parties of policy/procedural changes related to ISE degrees

Collaborate with other ISE Academic Programs Staff and faculty for preparation of classrooms, final exam schedules and special events

Maintain operational role related to using the P-Card and T- Card (Cardholder)

Plan and assist logistics for Graduate Seminar Series. Assist as needed throughout the series. Including travel arrangements, hotel arrangements and itineraries

Provide clerical support including oversight and communication of financial transactions

Utilize Banner as able for student schedules and records, instruction forms, checklists for faculty, and semester elective listings

Using resources available such as the class planning system in my.ise, monitor and provide updates on enrollment information to the ISE GS/POE office and departmental leadership, as requested

Instruct and direct faculty regarding grade entry and faculty grade correction

Other duties as assigned

Qualification

Organizational skillsCommunication skillsCustomer focusMicrosoft applicationsBannerProblem-solving skillsAttention to detailSelf-starter

Required

High school diploma or equivalent

Two (2) years (24 months) of work experience comparable to the third level of this series

Strong organizational work skills, defining tasks, prioritizing assignments, and following through on all projects independently

Possesses superior communication and presentation skills and the ability to foster positive relations with multiple constituencies

Have a student-centered philosophy and the ability to work with a student population

Strong customer focus required - ability to listen attentively, understand and respond positively

High proficiency with web-based resources, spreadsheet and presentation software (Microsoft & Adobe applications), social media (LinkedIn, Facebook, etc.) and University applications (Banner, Grad Apps, Slate, TEM, Webtools, iBuy, Astra)

Ability to work under pressure, with the flexibility to respond to changing priorities and fluctuating workloads

Strong problem-solving skills to be able to complete difficult tasks. Careful focus, attention to accuracy and detail are essential. Ability to see all tasks through to a timely resolution

Ability to exercise judgment and provide comprehensive documentation

Understand when to elevate issues as necessary and collaborate with the supervisor to assist with prioritizing workload or request back up assistance

A self-starter and comfortable with a fast-paced work environment

Benefits

Health

Dental

Vision

Life Insurance

A Retirement Plan

Paid time Off

Tuition waivers for employees and dependents

Company

University of Illinois Urbana-Champaign

The University of Illinois Urbana-Champaign is dedicated to building upon its tradition of excellence in education, research, public engagement and economic development.

Founded in 1915

Champaign, IL, US

10001+ employees