Office Manager, HDFS

WE TRANSFORM LIVES.

Everything we do is designed to improve the quality of life of the people in the state of Illinois, across the nation, and around the world. We discover, develop, translate, and disseminate knowledge to address societal concerns and train the next generation of experts and leaders in a way that empowers them to expand the boundaries of science to higher levels of understanding and influence.

Be a part of our story.

The Department of Human Development and Family Studies supports research, teaching and outreach programs to understand and support thriving among children, youth and families across diverse contexts.

Housed across four buildings, the department includes 20 faculty and more than 300 students, as well as teams of academic, outreach, and business office staff. Subunits include the Child Development Laboratory, the Family Resiliency Center, the Autism Program, and the Child Care Resource Service.

• Administrative Support for Assigned Faculty and Staff
  • Makes purchases for HDFS. Processes expense reports via Emburse Enterprise software; serves as P-card and T-card holder; processes orders in IBuy. Verifies provided accounting information using departmental fund ledgers; verifies the expense reports are completed accurately per university policies and procedures.
  • Coordinates travel arrangements, prepares necessary vouchers for conference registrations, reserves lodging, airline tickets, university vehicles for statewide travel. Completes required forms and gathers receipts and other information when trip is completed. Serves as a resource for travelers by interpreting university travel policies, resolving travel-related issues, and ensuring compliance with departmental and institutional procedures.
  • Prepares requisitions, invoice vouchers, travel reimbursement vouchers and collects pertinent information to process these documents on a timely basis following departmental guidelines utilizing the selection, knowledge, and application of relevant university guidelines. Makes contacts with necessary individuals to obtain, clarify, or verify information needed to process the documentation. Often may need to refer to alternate sources of information, independently taking the initiative to acquire this information in other areas within or outside the department.
  • Prints course materials and meeting materials as requested for Faculty and Instructors.
  • Manages the procurement, inventory, and distribution of office supplies for Christopher Hall and for assigned faculty and staff.
  • Coordinates and administers mailings with campus mailing center for assigned faculty/staff, ensuring required information is included in the mailing and appropriate faculty account is assigned.
• Meeting and Event Planning
  • Schedules meetings and events including, preparing and sending invitations, reserving meeting rooms and parking, planning catering, ordering, and collating meeting materials, and supplies.
  • Assists and works closely with the Administrative Aide and Office Administrator with various departmental events such as colloquiums, alumni visits, employee recognition events, charitable fund drives, and student activities.
• Facilities
  • Independently manages the daily operations and upkeep of departmental shared spaces, including conference rooms, classrooms, the mailroom, copy room, kitchens, parking lot, and common areas within Doris Kelly Christopher Hall. Places facility work orders and purchases supplies for these spaces.
  • Coordinates and assists with periodic office moves. Maintains accurate inventory records, updates equipment and space assignments.
  • Processes orders for procurement of office furniture and computer equipment and repair. Requires knowledge of faculty accounts to ensure proper account is assigned the charge for the supplies.
  • Monitors the functionality of departmental office equipment. Troubleshoots equipment issues, coordinates service requests with campus units.
  • Supervises Christopher Hall mail distribution and name changes to Christopher Hall mailboxes as needed.
  • Other duties as appropriate.

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

Work is primarily performed in a professional office environment with minimal physical exertion. Responsibilities require occasional lifting and moving of office supplies, packages, books, equipment, and materials for meetings or events, as well as filing documents in cabinets and shelving.

• Solid interpersonal skills and professional acumen.
  Ability to communicate effectively and professionally, build rapport, and establish effective working relationships with students, faculty, and staff.
  Ability to be self-motivated, prioritize tasks, and exercise good judgement.
  Ability to maintain confidentiality in all business matters.
  Ability to effectively multi-task and stay organized.
  Ability to remain calm and productive in a busy work environment with frequent interruptions.
  Familiarity with and ability to operate and troubleshoot standard office equipment, such as copiers, printers, scanners, shredders, etc.
  Knowledge of University, College, and Department requirements, and procedures and the ability to perform duties and responsibilities in a manner compliant with these policies and procedures.
  Knowledge of and proficiency in using Banner, Emburse Enterprise, iBuy, Campus Ship, and standard Microsoft Office.
  Working knowledge of mail, bulk mail, and UPS procedures.
  Attention to detail for processing accounting transactions and business correspondence.
  Self-motivated and require little daily supervision.
  Ability to work under pressure at times to meet deadlines for various faculty members and University deadlines.
  Exceptional concentration and organization skills.
  Ability to accommodate different work styles and personalities, and ability to remain calm and focused and handle information with the strictest of confidence.
  Excellent customer service skills.

Work Schedule, Travel, or Other Job Expectations

Work is performed in an environment where distractions from telephones and visitors are frequent. Must be flexible, be able to manage multiple priorities, and maintain a professional and customer-focused demeanor.