Office Manager - Campus Honors Program

Office Manager - Campus Honors Program Campus Honors Program
The Campus Honors Program is a 100% student-serving program, which means that our office staff work for approximately 600 of the highest-achieving and most curious and engaged students on campus. The Office Manager is an integral part of the Campus Honors team. The Office Manager interacts with parents/families, provides extensive logistical support for large and small events, and has substantial creative input regarding programming. Ideally this will be a very attractive job to someone who would enjoy doing more than just the standard office tasks, and who relishes the idea of working directly with talented undergraduates. We need a positive, energetic, team-oriented, capable colleague who cares about students and co-workers. There is room for growth and creativity, and for this person to contribute their own ideas. Job Summary
Provides central administrative coordination of all elements of the Campus Honors Program (CHP) for staff, faculty, and students. Handles sensitive and confidential information according to University guidelines. Involved with event planning, programming, and interacting with students as well as with more standard office tasks.
Unit Operations
Provide administrative support to the Director and two Associate Directors. Supervise the daily activities of the unit, including management of projects, unit responsibilities and deadlines. Evaluate and update unit policies and operational procedures. Maintain the Campus Honors Program calendar ensuring accuracy. Schedule meetings for the Director with the Honors Deans and Faculty Advisory Committee, working with individuals from various departments on campus. Supervise one civil service and all student employees. Direct and coordinate these positions, creating task lists and work schedules and overseeing training. Approve timesheets and vacation/sick leave usage. Perform employee evaluation for one civil service employee. Events Assist the Associate Director of Operations with logistics of all events, including New Student Orientation, Fall Reception, Convocation, Holiday Party, Graduation, field trips, Honors Student Council programming, informal pop-ups, and other events as they arise. Responsibilities include, but are not limited to, corresponding with attendees to ensure needs are met, room reservations, menu planning, advertising, purchasing awards, creating invitations, creating certificates, coordinating communications and mailings. Procure and prepare materials for hospitality events. Provide support for functions related to the Honors Student Council, Krannert Dress Rehearsals and the Scholar Adventurers Series programs utilizing Webtools, Microsoft Office, and the CHP Website. Assist with Human Resources procedures to include assisting with hiring decisions for one civil service employee and all student employees in conjunction with the Associate Director of Operations. Process new hire forms. Provide position justifications and wage policy recommendations. Notify Swanlund HR and student employees of annual wage increases. Ensure payments on all expenses for the program. Complete and submit financial expenditures and information utilizing Chrome River. Manage procurement and maintenance of inventoried resources, as well as disposable supplies. Responsible for the biennial property accounting: physical inventory of equipment. Coordinate all internal and external communications, drafting emails and correspondence for Associate Directors on request. Initiate and ensure completion of facility requests for repair and upkeep of Honors House. Coordinate with Printing Services to create in-depth visual student map and photo boards. Assist the Associate Director with printing publications to include a student literary magazine and programs for events. Student Services Admissions: Assist the Associate Director with logistics of the CHP admissions process. Provide information, prepare spreadsheets, reports, and statistics. Update and maintain the student database. Utilize the attribute maintenance system and Banner. Coordinate communications and mass mailings. Financial Aid: Provide information related to financial aid and input into DAWS. Academic Progress: Prepare academic progress letters and coordinate mailing. Evaluations: Create surveys for students' evaluation of courses and faculty evaluations of students. Organize and distribute evaluation results to Directors and faculty. This position manages all aspects of the CHP student evaluation system. Data Management CHP Database: Maintain and update Chancellor's Scholars database, central to all CHP services. External: Procure data from a number of campus sources including to provide information to and prepare reports and letters on behalf of the Director and Associate Directors. Other Duties as Assigned Additional Physical Demands Physical Requirements: Position involves the ability to navigate four floors of the Honors House without an elevator. Position involves the moving and carrying of equipment and supplies to various internal and external events up to 15 pounds.
Work Environment: Ability to meet deadlines with other distractions is essential.
Ability to Work Well with Others: Must be a team player who maintains professional demeanor and is able to be flexible.
Professionalism: Position requires an individual who will work independently from 8:30 a.m. to 5:00 p.m. Monday through Friday; nights and weekends are occasionally required. The employee must be able to keep a neat and well-organized office that functions smoothly while managing multiple responsibilities. 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 Proficient in Microsoft Office applications and data management software. Excellent written and oral communication skills. Outstanding proofreading and computer skill abilities. Excellent organizational skills. Multi-tasking skills, particularly within a dynamic environment, are essential. Supervisory experience is also essential. 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 6/24/2024.
For more information on Civil Service classifications, please visit the SUCSS web site at .
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on May 24th, 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 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. Minimum salary for this position is $44,267.08. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. For further information about this specific position, please contact . For questions regarding the application process, please contact .
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 , or by emailing . Requisition ID : 1024704
Job Category : Administrative Support To apply, visit
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