Office Administrator- Counseling and Health Svcs, Office of Disability Svcs, and Student Insurance

Posting Category:

About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu.

Application deadline: 4/5/2024

Minimum Starting Salary: $20.52 per hour/ 7.5 hour day

Summary:
Monitors and reconciles fiscal accounts and provides administrative office support to four mid-sized departments within Student Affairs. Processes contracts, purchases supplies, and reconciles P-Card/T-Card transactions for each department. Knowledge of office, departmental and institutional procedures, practices, programs and policies is required as well as the ability to use good judgment and exercise discretion in managing confidential information and systems. Provides office support including direct customer services, answering phones, data entry, managing databases and software, and website maintenance. Serves as a liaison to departments, various constituents and the public, regarding financial policies & procedures. The ability to operate computer systems utilizing various office software packages and the university's Banner system as well as variety of office equipment is central to the performance of duties. Performs related duties as assigned.
Duties & Responsibilities:

• Monitors and reconciles fiscal accounts for Health Services, Office of Disability Services & Counseling Center. Processes and tracks Purchase Orders, performs student billing. Prepares Contract for Services Under $10,000 (and occasionally contracts over $10,000) and Revenue Generating contracts. Prepares Payroll/Paris Adjustments, Accesses HRFE for new positions/terminations.

• Reconciles P-Card/T-Card transactions for each department. Purchases equipment and supplies. Provides regular fiscal reports using the University's Banner system.

• Researches, reports and enforces OBFS policies, regulations and procedures relating to departmental accounts, funding or purchasing. Attends University Business Manager meetings and reports topics to Directors when necessary.

• Provides administrative support to the Counseling and Health services, Office of Disability Services, and Student Insurance including customer service, answering phones, data entry, and communications.

• Monitors, establishes and maintains confidential records and reports related to finance, personnel, historical documents and contracts.

• Acts as unit liaison with department personnel, students and external agencies.

• Responsible for the content and maintenance of the Health Services, Office of Disability Services & Counseling Center websites.

• Other duties as assigned.

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:
A broad understanding of and experience with various University systems such as personnel systems, budgeting, contracts and purchasing.

Physical Demands:

• Standing : Occasionally

• Walking : Occasionally

• Sitting : Frequently

• Lifting : Rarely

• Carrying : Rarely

• Pushing : Rarely

• Pulling : Rarely

• Climbing : Rarely

• Balancing : Rarely

• Stooping : Rarely

• Kneeling : Rarely

• Crouching : Rarely

• Crawling : Rarely

• Reaching : Rarely

• Handling : Occasionally

• Grasping : Occasionally

• Feeling : Occasionally

• Talking : Frequently

• Hearing : Frequently

• Repetitive Motions : Rarely

• Eye/Hand/Foot Coordination : Rarely

• Taste/Smell : Rarely

• Performing Manual Tasks : Rarely

Working Conditions:

• Extreme cold : Rarely

• Extreme heat : Rarely

• Humid : Rarely

• Wet : Rarely

• Noise : Rarely

• Hazards : Rarely

• Temperature Change : Rarely

• Atmospheric Conditions : Rarely

• Vibration : Rarely

Travel Requirements:
0%

Union Affiliation: This position classification is represented by University Professionals of Illinois, Local 4100 Service, Clerical or Technical Union.

Employment Policies and other information:

Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.

UIS an affirmative action/equal opportunity employer with strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with state and federal law.

Residence Reference: For full consideration, applicants must be residents of the State of Illinois.

UIS employees are strongly encouraged to stay up to date with the most recent COVID-19 vaccination available as a barrier to serious illness.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.

UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.

• You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
• Your pension from the State Universities Retirement System may affect the amount of your:

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 by contacting UIS HR at hremployment@uis.edu or call 217-206-6652.