Office Manager - Carl R. Woese Institute for Genomic Biology

Carl R. Woese Institute for Genomic Biology

Job Summary
This position provides the primary clerical support to one or more research themes (faculty, visiting scientists, postdoctoral associates, and graduate and undergraduate students) in the Carl R. Woese Institute for Genomic Biology (IGB).
Duties & Responsibilities

• Maintains the research theme's faculty calendars and informs them of impending appointments and prepares the necessary materials. Uses judgment in scheduling appointments. Responsible for theme conference room schedule and use. Review and edits documents prepared by the theme leader(s) and faculty members for content and appropriate spelling, punctuation, syntax, and format. Modifies copy as necessary and composes complex correspondence and federal agency policies along with judgement as to their application. In some cases, this includes confidential or sensitive material.

• Serves as a liaison and resource person for the research theme(s) with internal and external units of the University and external agencies and other individuals; independently determining the course of the action with regards to phone contacts, visitors, inquiries, requests, or concerns. Composes complex correspondence at the direction of the faculty that requires originality, clarity and knowledge of university and federal agency policies along with judgment as to their application. In some cases, this includes confidential material.

• Makes travel arrangements for research theme members and completes travel reimbursements when they return from the trip. Responsible for T-card, P-card, and I-Buy ordering/purchasing for the theme

• Arranges meetings for the faculty, accompanies the principal(s) and /or attends meetings participating as requested and assumes responsibility for composing and dispatching notices to all participants. Independently receives, reviews, and routes mail for the faculty to the appropriate persons for response. In the case of faculty who are away, reads and responds (by original composition) or forwards as required.

• Manages office equipment and ordering supplies for the theme.

• Assists with the planning and organization of conferences for faculty that may be held at the IGB or off campus. Includes, but is not limited to, coordinating hotel contracts, making arrangements for the audio-visual equipment, meals, conference rooms, and guest reservation

• Maintains research theme directory. Gathers diverse types of information to maintain records of research theme members, including emergency contacts

• Performs other related duties as assigned.

Additional Physical Demands
Physical Requirements: The work involves sitting for prolonged periods of time.
Work Environment: The employee works in a semi-private office which is frequently visited by faculty distributing work and instructions for each job, graduate and undergraduate students requiring help or information, fellow non-academic employees from various floors who also need help or information and occasionally the general public needing assistance. Complicated, stressful situations, which require the exercise of tact, poise, expertise, and good judgment, are frequently encountered.

Minimum Qualifications

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

Knowledge, Skills and Abilities

• Knowledge of Microsoft Word, letter generation, report formulation, e-mail communication (both on-campus and off-campus).

• Knowledge of Microsoft Excel to prepare reimbursement forms, budgeting documents and the like.

• Ability to act with initiative and make independent decisions with a minimum of direct supervision.

• Effective communication and people skills.

• Skills, including sentence structure, grammar, spelling, and punctuation required to enable the employee to perform corrections of those items in letters, manuscripts, etc., for faculty and students for whom English is a second language.

• Ability to communicate with and obtain cooperation from personnel in other offices.

• Ability to develop and maintain strong working relationships with colleagues.

• Ability to plan work with changing priorities and work under pressure.

• Ability to act with discretion when handling sensitive or confidential information.

• Ability to exercise good judgment in fulfilling job obligations.

• Knowledge of University policies and procedures regarding budgets and expenditures.

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 11/7/2022. Salary is commensurate with experience.

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on November 4, 2022. 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. For further information about this specific position, please contact IGB HR office at hr@igb.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, COVID-19 vaccination requirement, 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: 1013039
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu