AMVETS Jobs

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12701539 Office Manager

Siebel School of Computing and Data Science

The Grainger College of Engineering

University of Illinois Urbana-Champaign

Join our innovative team at The Siebel School of Computing and Data Science (CDS) in The Grainger College of Engineering! We are actively seeking a highly motivated individual to fill the role of Office Manager. This position offers both autonomy and a broad scope of responsibilities, perfect for those looking to advance their careers.

As a key member of the Siebel Facilities and Operations team, the Office Manager will be responsible for providing clerical and administrative support for the team, as well as space management across all department locations. This role involves coordinating meetings and events, tracking progress on facilities projects, maintaining records, and ensuring smooth and efficient operations.

We\'re particularly interested in candidates with experience in managing a high volume of email traffic, juggling multiple tasks and deadlines, using collaborative Office 365 tools, and providing exceptional customer service. This is your chance to bring your expertise and passion to a dynamic and growing department.

Job Summary

Work under direction to provide specialized clerical and administrative assistance to the facilities and inventory/receiving/mailroom operations in the school, utilizing an in-depth knowledge of the unit to carry out the duties and responsibilities of the position.

Duties & Responsibilities

• Space Management Operations:
  • Serve as primary contact for the school\'s space allocation and management operations.
  • Oversee iCard building access, assign space to students, staff, and faculty per unit procedures. Maintain confidentiality of upcoming space assignments/changes, as needed.
  • Manage requests for office and lab furniture and infrastructure; communicate and coordinate with external vendors on the purchase of furniture and equipment.
  • Research vendors for equipment purchase per university and school policies and procedures, make recommendations to unit leadership regarding vendors.
  • Respond to requests for and assign eLock access as appropriate.
  • Maintain the school-wide space assignments spreadsheet.
  • Attend meetings of the space committee, providing input and acting as a delegate for the Assistant Director of Infrastructure and Facility Operations in their absence.
  • Update and maintain various space surveys through Archibus.
• Support Facilities Operations:
  • Establish and revise the facilities project board, action item list, and calendars, informing the team of upcoming engagements and deadlines. Maintain confidentiality of upcoming projects, as needed.
  • Maintain facilities team email aliases and respond to/follow up on pending items; inform the facilities staff of urgent matters that need attention.
  • Update and maintain the Building Emergency Action Plan (BEAP).
  • Review and approve submitted event forms, request additional information if needed, follow up on event requests.
• Support Receiving Operations:
  • Serve as the first contact person in the inventory and receiving area by fielding and directing in-person, phone, and email traffic and providing assistance to others in the receiving area
  • Assist with inventory operations for the school by participating in periodic audits, completing equipment loan forms with faculty, staff, and students, and maintaining records of inventory for the school
  • Assist with the mail room operations by rece ving, sorting, and distributing mail as needed; respond to items pertinent to the receiving operations of the unit
• Assume additional appropriate duties to further the mission of the school.

.

Minimum Qualifications

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

Knowledge, Skills and Abilities

• Proficiency in Microsoft Office products, email and internet.
• Strong written and verbal communication and interpersonal skills, initiative, and customer service skills
• Ability to apply basic accounting techniques.
• Ability to apply office methods and procedures.
• Ability to work independently and exercise judgment, using knowledge of unit procedures to answer questions effectively

Appointment Information

This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after closing. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Manager classification is \$44,266.95 (\$22.701/hour). This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time b