This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/11846608 Office Manager -
Graduate Studies
Industrial and Enterprise Systems Engineering (ISE)
The Grainger College of Engineering
University of Illinois Urbana-Champaign
The department of Industrial and Enterprise Systems Engineering in
The Grainger College of Engineering seeks applicants for an Office
Manager position. This position will manage the Academic Affairs
Office by supporting the activity of the Graduate Studies and
Professional and Online Education offices (ISE GS/POE).
Duties and Responsibilities:
Manage the functions of the Academic Affairs Office
- Serve as the office\'s front line and traffic manager for student,
faculty, and public interaction; independently address routine
student questions, including answering phone calls and responding to
walk-in traffic; direct individuals to appropriate resources as
needed.
- Oversee the ISE GS/POE email accounts, answering inquiries and
escalating to appropriate individuals, as needed. Develop templates
to respond to common/standard inquiries.
- Coordinate/attend events associated with ISE GS/POE such as, but not
limited to, information sessions, recruiting events, welcome events,
MERGE/ASPIRE visits and appreciation events. This includes
determining who should be in attendance, sending invitations,
managing attendance, room reservations and catering orders, etc.
- Maintain confidential student records and related systems.
- Conduct document reviews, including academic plans, thesis reviews,
graduation checklists, and transcripts (official versus unofficial)
based on guidance from ISE GS/POE staff and/or the Graduate College.
Follow up with students as necessary to confirm completion.
- Pull 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 ISE GS/POE staff, update documentation and
notify all relevant parties of policy/procedural changes related to
ISE degrees. Maintain operational role related to using the P-Card
and T- Card (Cardholder)
- Plan logistics for Graduate Seminar Series including making hotel
accommodations, meal reservations, contacting speakers for
information, creating itineraries and fliers, and maintaining
student information in course management website (Canvas, etc)
- Collaborate with other ISE Academic Programs Staff and faculty for
preparation of classroom and final exam schedules and liaise with
Facilities Management and Scheduling (FMS) regarding graduate
programs classroom usage and special event reservations.
- Provide clerical support including oversight and communication of
financial transactions.
Manage registration and class schedule
- Utilize Banner for student schedules and records, instruction forms,
checklists for faculty, and semester elective listings.
- Maintain student enrollment and complete Banner registration and
enrollment transactions as required.
- 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
Minimum Qualifications:
- High school diploma or equivalent.
- Two (2) years (24 months) of work experience comparable to the third
level of this series.
Preferred Qualifications:
- OBFS Certified Business Administrator
Knowledge, Skills and Abilities:
- Strong organizational work skills, defining tasks, prioritizing
ssignments, and following through on all projects independently.
- Possesses superior communication and presentation skills and the
ability to foster positive relations with multiple, diverse
constituencies.
- Have a student-centered philosophy and the ability to work with a
diverse 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 flexibly 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.
APPOINTMENT INFORMATION
This is a full-time Civil Service Office Manager position appointed
on a 12-month service basis. The expected start date is as soon as
possible after the closing date. This is a bargaine