Office Administrator

This job was posted by : For more information, please see: Office Administrator University Office of Planning & Budgeting Sponsorship for Work authorization is not available for this position. Job Summary Position performs secretarial duties for the University Office for Planning and Budgeting staff consists of 14 FTE (Senior Assistant Vice President (1 FTE), Director (2 FTE), Associate Director (2 FTE), Budget & Financial Analysis Coordinator (1 FTE) and Resource and Policy Coordinator/Analyst (8 FTE)). Assists staff in managing the day-to-day operations of the office by handling problems and requests that do not require their personal attention or when they are unavailable. This position requires discretion, confidentiality and independent judgment. Duties & Responsibilities Assist staff in the production of the Illinois State Legislature Forms, i.e., editing, assembling, sorting, comparing, and copying of all correspondence, reports, analyses, mailing lists/labels. Each of these tasks requires precise and accurate attention to detail. This project requires extensive graphics work in Adobe Illustrator, Photoshop and Acrobat. This data is provided at the request of the President and the Office of Governmental Relations. These documents support the State appropriation of the University. Assist staff with data entry of tables, documents, letters and other materials. Many documents which are prepared are of a confidential nature and require discretion concerning the release of information. Effective communication is required, including a strong grasp of the English language. Assist staff with purchase and acquisition of sensitive data. This information is essential to the department's work in analyzing data for ad-hoc requests and published documents. These purchases require facilitating contract negotiations between the vendors and University Purchasing, as well as handling of highly sensitive and confidential information. Manage wide-scale audit, digitization, and storage of the Office's physical library. This involves coordinating with other department staff as well as the Office of Records and Information Management Services and Library Archive staff. Ensures compliance with university and state archive procedures and document preservation laws, requiring a knowledge and understanding of these regulations, processes, procedures, and terminology. Supervises and assists a small team of student workers as part of this effort and is heavily involved in all stages of hiring including recruitment, selection, training, setting performance standards and monitoring performance, and timekeeping. Prepare project plans, procedures, and metrics for tracking progress. Lead an ongoing project to create a comprehensive, full-department process manual. This involves writing, editing, and formatting as well as working with and interviewing each member of the department. Assists in updating the internal wiki and updating org charts in Visio/Powerpoint. Maintain the University Office for Planning and Budgeting's Digital library which includes historical copies of reports pertaining to higher education in general, and University of Illinois System in particular. Represent the department in various ways, including serving as the appointed IT Accessibility Liaison in the ITAL Program, representative and liaison in the Campus Charitable Fund Drive, and System Office Wellness Committee. Reports important information gleaned from these organizations to department staff when applicable. Serve as a resource person for staff of external units, both for ad-hoc data requests as well as p oviding fellow departments in the building with guidance, physical assistance, material resources, and other miscellaneous needs whenever required. Manage office conference room 67B HAB which is made available to various departments in the building. Maintain and sets up video and teleconference meetings. Provides recordings and transcripts of internal department meetings. At the request of staff, or in their absence, monitors telephone and written requests to the office and, as necessary, notifies the appropriate staff members to ensure timely responses to requests. Alerts staff to special or high priority requests. As requested, drafts initial responses on behalf of staff members. Directs office mail to assigned staff members. Determine if calls should be handled internally or if they should be directed to other campus or University offices. Position requires knowledge of specific responsibilities of individual Planning and Budgeting staff members and the functions of other administrative units. Schedule meetings, conferences, seminars, etc., for staff, for both on- and off- campus activities. Makes travel arrangements as necessary, including air travel orders, car releases, etc. Works with staff to complete necessary Travel and Expense Management (TEM) System claims, PCard and T-Card purchases. Minimum Qualifications High school diploma or equivalent. Any one of the following from the categories below: - Four (4) years (48 mo