The Siebel School of Computing and Data Science at the University of Illinois Urbana-Champaign is looking for an Office Administrator to direct and coordinate faculty administrative support functions, provide business process oversight, and mentor/train other office support staff.
Requirements
- P-card and T-card certifications
- A thorough and advanced understanding of University policies and procedures to ensure compliance with University regulations.
Responsibilities
- Oversee and manage the daily operations of a group of non-exempt civil service staff in a faculty support role.
- Independently coordinate and oversee the daily operations of the team in terms of providing support for faculty and their research groups.
- Processing purchases, business transactions, and other administrative and clerical tasks.
- Review transactions processed by the assigned staff, including acting as their Emburse Enterprise Manager.
- Train and mentor staff to ensure that proper procedures and best practices are followed when submitting transactions within the system.
- Prepare and analyze reports related to tasks that are performed by assigned staff.
- Facilitate department-level small equipment and supply orders, including routing purchasing approvals and making purchases.
Other
- Supervise assigned staff, which includes selection, training/mentoring, promotion, discipline, coaching, and conducting regular performance evaluations.
- Serve as the liaison between assigned staff and the Assistant to the Director.
- Maintain an awareness of organizational activities related to faculty support functions of the group, communicating with faculty and the Director’s office to ensure needs are being met.
- Attend faculty meetings as needed to receive updates on related activities.
- In collaboration with the Assistant to the Director, work closely to develop policies and procedures related to tasks that are performed by faculty assistants.
- Recommend, design, and implement relevant new policies and procedures.
- Maintain the administrative support manual and other procedural documents to reflect current policies, procedures, and resource documents.
- Serve as the liaison between the assigned staff and the Director’s recruiting team.
- Coordinate and manage tasks required to facilitate the unit’s faculty hiring process, including creating templates and reference material for others to use.
- Serve as a backup for assigned staff when workload balancing is required.
- Ability to interact effectively with faculty, students, staff, and guests on a daily basis through both written and verbal communication.
- Ability to exercise initiative, confidentiality, discretion, and sound independent judgment with little to no input from supervisor.
- High school diploma or equivalent.
- Four (4) years (48 months) of work experience comparable to the third level of this series.
- Two (2) years (24 months) of work experience comparable to the fourth level of this series.
- Associates Degree in Accounting, Business, or other related field
- 5+ years in relatable business settings
- Supervisory experience
- Prior experience working with international students and scholars
