Office Manager - Department of English

The Department of English is searching for an Office Manager to provide support to the English Undergraduate Studies Office and the Center for Writing Studies office, including the Director and Associate Director of the Undergraduate Rhetoric Program and Director of Business and Technical Writing (BTW), Graduate Assistants, and faculty across the Department. Serves as clerical support for the Undergrad Studies office.

Duties & Responsibilities

Support Activities

• Update, create, and manage student and faculty lists, utilizing appropriate reports and databases, or contacting necessary offices. Provide reports, numbers, figures, and lists to others within the office.

• Manages office clerical work. Drafts and revises forms and memos as needed. Composes responses to inquiries involving transmittal of information.

• Answers inquiries via phone and in-person. Responds to phone messages/email within 24 business hours and provide the necessary follow-up in a timely manner. Answers general questions, connect guests to other offices and resources, redirects questions to advisors or other staff, and assess the urgency of student needs and address accordingly.

• Assist undergraduate office as needed with other items, including: contacting students, sending appointment reminders, scheduling meetings, communicating course updates, etc.

• Substitute and provide back-up support for other support staff in the Department, coordinating phone calls and emails.

Registration, Class Scheduling, & Course/Faculty Assistance

• Understand and meet policies, procedures, and deadlines for course scheduling. Drives the department calendar for staffing and scheduling.

• Administer course request and preference forms each semester, including updating the form and collating the data for all users.

• Design departmental schedules in all course rubrics (ENGL, CW, RHET, BTW) for each fall, spring, and summer term based on input from the Associate Head and Directors of Creative Writing, Rhetoric, and BTW.

• Work with Catalog Management and Section Scheduling to schedule classrooms by given deadlines and facilitate ongoing instructor requests.

• Request and input course descriptions into BANNER.

• Create and update details accurately in BANNER, including meeting times, instructors, course types, classroom locations, maximum enrollment, appropriate restrictions, and more by relevant deadlines and as needed.

• Manage course enrollments during registration periods and as needed.

• Manages coordinating with other departments on course needs, ensuring the proper restrictions are added and seats saved.

• Provide necessary staff and students with information on courses each semester and notify parties of changes.

• Process overrides, independent studies, late course adds/drops, and other administrative needs related to courses.

• Assist students with questions and problems they incur while attempting to register for classes. This may include: availability, restrictions, providing overrides, instructing on adding/dropping classes, student holds, independent study/research, etc.

• Administer course evaluations each semester through the Office of Measurement and Evaluation.

• Serve as the primary textbook liaison for the department, including requesting and conveying book orders to the appropriate parties, such as course directors for approval and the Illini Union Bookstore.

Other Responsibilities and Duties

• Assist with The Center for Writing Studies Program

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

Preferred Qualifications

A successful candidate will have the ability to exercise judgment, confidentiality, flexibility, reliability, and professionalism. Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines. Properly redirects items to correct office or personnel if beyond oversight, and fully answers or completes tasks within purview. Demonstrated effective interpersonal skills due to the high volume of student, faculty, visitor, and administrative contact. Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion. Demonstrated effective judgment to determine what information can be given out to whom. Confidentiality of department, personnel, and students’ activities and information essential. Ability to prioritize and organize activities for the day, week, and longer, and flexibility to adjust when unexpected deadlines or projects arise. Initiative to verify own work to ensure that common errors are avoided and mistakes are kept at a minimum. Working knowledge of the University of Illinois at Urbana-Champaign organization, structure, policies procedures, activities, and programs. Working knowledge of Departmental matters including undergraduate course offerings and requirements and business matters. Strong knowledge of the undergraduate program guidelines and requirements. An understanding of the College of LAS and Campus. Knowledge of BANNER, UgradRecs, Appointment Scheduling, MS Office, Outlook, ATLAS Reports, EDDIE Reports, UIUC Webtools, DMI, and key websites and software necessary for the position. Know how to use fax machine, copier, phones, printers, etc. within the office. Understanding of how to obtain information through websites, resources, and networks.

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 the deadline date. Salary is commensurate with experience and qualifications.

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on 11/7/2022. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your resume (months and years of employment must be included), and names/contact information for three professional references. 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 lascollegehiring@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: 1010378
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu