Office Administrator

Office Administrator Office of Public Engagement Job Summary As a member of the Office of Public Engagement (OPE) administrative support team, this position will provide administrative support for the Community and Government Relations (CGR) director and other OPE personnel and will serve as administrative support backup for other office staff.
This includes managing calendars and tracking projects, greeting guests that enter the office, answering the main phone line for OPE.
This position has access to highly sensitive information, must maintain careful regard for confidentiality and exhibit discretion.
Duties & Responsibilities Serve as the assistant and principal support person for the CGR director.
Responsible for day-to-day workflow of administrator, which includes managing calendar, reviewing incoming mail for appropriate handling, and keeping administrator informed of daily messages and events.
Frequently communicate/interact with U of I Office of Governmental Relations staff and staff from local city government offices.
Handle all aspects of the travel, conference registrations, and expense reimbursement for the CGR director.
Plan, coordinate, and implement special community and legislative meetings on behalf of the CGR director and provide support by assisting with planning and execution of special OPE events and projects, including participating as part of the event planning team in planning meetings and during the event.
Provide support to the OPE Program Coordinators.
Assist with project management, helping track the many initiatives, committee responsibilities, and tasks.
This is crucial in the status and deadlines for the large number of projects and initiatives the public engagement office is leading.
Provide communication assistance which includes assisting with website and social media updates and analytics and with preparation of OPE written and digital communication materials, as directed.
As a member of the administrative support team, responsible for coverage of main office phone, routing the calls to the appropriate administrator or assistant.
Requires excellent telephone etiquette skills and a working knowledge of the administrator’s responsibilities and projects, as well as other university units in order to properly redirect calls and correspondence as needed.
Serves as a receptionist for OPE west side, greeting each guest – being service oriented at all times.
Serves as backup for other administrative support personnel in their roles as support staff for other members of the senior leadership team in the office, including calendaring, correspondence, mail delivery, and facilitation of various building tenant requests.
Attend meetings as directed by the CGR director and provide status briefings, prepare agendas, and/ or compose minutes.
Other duties as assigned.
Additional Physical Demands The duties associated with this position are many, varied and complex.
Because of the fast-paced nature of the OPE, issues and activities are often extremely complicated and must be dealt with quickly.
This position requires patience, and an ability to work with people is essential.
Tact, discretion, and careful regard for confidentiality are essential.
Minimum Qualifications 1) High school diploma or equivalent.
2) Any one of the following from the categories below: A.
Four (4) years (48 months) of work experience comparable to the third level of this series.
B.
Two (2) years (24 months) of work experience comparable to the fourth level of this series.
Preferred Qualifications Basic knowledge of government/ legislation.
Knowledge, Skills and Abilities Knowledge and understanding of the people who staff both campus and university offices.
Working with these people effectively and efficiently requires campus-wide contacts and an ability to convey decisions as well as cooperate with a wide variety of people in academic and administrative units, and the general public.
An understanding of human relations to communicate harmoniously with a wide variety of people who, daily, visit and/or contact the office.
The ability to understand and help resolve complex problems as they arise and requires a working knowledge of the organization of campus services.
Excellent communication skills and telephone etiquette.
Computer skills, with knowledge of Microsoft Word and Excel, as well as Outlook and the Chrome River process.
Maturity, sound judgment, initiative, writing skills, well-developed organizational skills, and the ability to deal with complex and diverse issues and personalities.
The incumbent must show evidence of independent decision-making.
Knowledge of appropriate conversation style and ability to deal effectively with community leaders, legislators, staff, deans, directors, department heads, and other campus administrators, and university administration personnel regarding their requests and/or their problems.
General knowledge of organization of campus-wide personnel and ever-changing duties and issues in which the office is involved in general and in which incumbent is involved specifically as a result of incumbent’s job responsibilities.
Appointment Information This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis.
The expected start date is as soon as possible after 2/6/2023.
Minimum starting salary is $50,000, salary is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.
sucss.
illinois.
gov/pages/classspec/default.
aspx.
Application Procedures & Deadline Information Applications must be received by 6:00 pm (CST) on January 10th, 2024.
Apply for this position using the Apply Now button at the top or bottom of this posting.
In order to be considered as a transfer candidate, you must apply for this position.
Applications not submitted through https://jobs.
illinois.
edu will not be considered.
Application materials should include a cover letter, a current resume, and at least three references, including contact information.
Immigration sponsorship is not available for this position.
If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.
For further information about this specific position, please contact rhall2@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, 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: 1022297 Job Category: Administrative Support Apply at: https://jobs.
illinois.
edu