Office Manager - Safety and Compliance

Facilities & Services- Safety and Compliance

Job Summary
The functions of this position are to perform administrative support duties and serve as primary contact for the Facilities & Services (F&S), Division of Safety and Compliance (S&C) director and staff.
Duties & Responsibilities

• Maintains records or unit fiscal transactions involving a variety of accounts and provides advice regarding the appropriateness of requested expenditures.

• Establishes and modifies the maintenance of comprehensive file and record systems for S&C, including confidential materials, into spreadsheets, on S&C server, and/or into information management systems including AiM, Microsoft Access, Moodle, Benchmark ESG, etc.

• Keyboards documents containing technical, or confidential or sensitive information; transcribes and/or records confidential or sensitive information; independently composes and provides drafts of correspondence, memos, and reports for S&C staff.

• Compiles, summarizes, organizes, and distributes information from a variety of sources for use in reports, brochures, and other publications.

• Coordinates S&C website updates and assists in creation of publications for internal and external audiences (brochures, posters, letterhead, websites, etc.).

• Conducts research as requested and report information which requires the evaluation of sources or the application of regulations and procedures.

• Screens calls and visitors for a department/unit/; determines needs and personally handles routine inquiries, requests, or problems. Relieves designated members of S&C of numerous personal contacts and determines an appropriate course of action.

• Reviews incoming mail for the designated member(s) of the unit staff, selects and responds to items within scope of responsibility.

• Maintains a calendar of operating or administrative commitments and notifies the designated member(s) of the unit staff and/or affected staff of deadlines. Establishes and revises the calendar(s) of the designated member(s) of the unit staff, informing him/her/them of impending engagements.

• Coordinates logistical arrangements relating to conferences, training, meetings, and prepares necessary materials and travel for S&C staff, and provides ongoing support throughout event, as needed.

• Accompanies and/or attends meetings with S&C staff as requested, and attends meetings as a delegate for S&C staff as requested.

• Anticipates and responds to detailed office support needs of S&C staff through the independent performance of lower level office support duties.

• Makes cost estimates and comparisons for goods and services; independently makes general supply purchase and researches products, obtains quotes and makes purchasing recommendations for higher cost items.

• Establishes and maintains inventory records, conducting periodic checks for inventory control purposes.

• Performs other duties as assigned

Physical Demands

• Standing : Frequently

• Walking : Frequently

• Stairs : Frequently

• Sitting : Frequently

Additional Physical Demands
1. Generally an office environment but may be required to access campus laboratory, fabrication shop, and outdoor spaces.
2. Sitting, standing, typing, filing, etc.

Appointment Information
This is a 100% full-time Civil Service Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after January 22, 2023. Salary is commensurate with experience.

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.

Preferred : Experience in a clerical support role delivering services consistent with the specifications of the Office Manager classification.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on January 6, 2023. 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 Lance Oliver- OliverL@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: 1014551
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu