This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/11846608 Office Manager - Graduate Studies

Industrial and Enterprise Systems Engineering (ISE)

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The department of Industrial and Enterprise Systems Engineering in The Grainger College of Engineering seeks applicants for an Office Manager position. This position will manage the Academic Affairs Office by supporting the activity of the Graduate Studies and Professional and Online Education offices (ISE GS/POE).

Duties and Responsibilities:

Manage the functions of the Academic Affairs Office

• Serve as the office\'s front line and traffic manager for student, faculty, and public interaction; independently address routine student questions, including answering phone calls and responding to walk-in traffic; direct individuals to appropriate resources as needed.
• Oversee the ISE GS/POE email accounts, answering inquiries and escalating to appropriate individuals, as needed. Develop templates to respond to common/standard inquiries.
• Coordinate/attend events associated with ISE GS/POE such as, but not limited to, information sessions, recruiting events, welcome events, MERGE/ASPIRE visits and appreciation events. This includes determining who should be in attendance, sending invitations, managing attendance, room reservations and catering orders, etc.
• Maintain confidential student records and related systems.
• Conduct document reviews, including academic plans, thesis reviews, graduation checklists, and transcripts (official versus unofficial) based on guidance from ISE GS/POE staff and/or the Graduate College. Follow up with students as necessary to confirm completion.
• Pull data and create admissions reports as requested for graduate committee review. Work in Admissions database to update student records as needed.
• Communicate with faculty regarding deadlines and other academic related activities.
• Based on direction from ISE GS/POE staff, update documentation and notify all relevant parties of policy/procedural changes related to ISE degrees. Maintain operational role related to using the P-Card and T- Card (Cardholder)
• Plan logistics for Graduate Seminar Series including making hotel accommodations, meal reservations, contacting speakers for information, creating itineraries and fliers, and maintaining student information in course management website (Canvas, etc)
• Collaborate with other ISE Academic Programs Staff and faculty for preparation of classroom and final exam schedules and liaise with Facilities Management and Scheduling (FMS) regarding graduate programs classroom usage and special event reservations.
• Provide clerical support including oversight and communication of financial transactions.

Manage registration and class schedule

• Utilize Banner for student schedules and records, instruction forms, checklists for faculty, and semester elective listings.
• Maintain student enrollment and complete Banner registration and enrollment transactions as required.
• Monitor and provide updates on enrollment information to the ISE GS/POE office and departmental leadership, as requested.
• Instruct and direct faculty regarding grade entry and faculty grade correction.

Other Duties as Assigned

Minimum Qualifications:

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

Preferred Qualifications:

• OBFS Certified Business Administrator

Knowledge, Skills and Abilities:

• Strong organizational work skills, defining tasks, prioritizing ssignments, and following through on all projects independently.
• Possesses superior communication and presentation skills and the ability to foster positive relations with multiple, diverse constituencies.
• Have a student-centered philosophy and the ability to work with a diverse student population.
• Strong customer focus required - ability to listen attentively, understand and respond positively.
• High proficiency with web-based resources, spreadsheet and presentation software (Microsoft & Adobe applications), social media (LinkedIn, Facebook, etc.) and University applications (Banner, Grad Apps, Slate, TEM, Webtools, iBuy, Astra).
• Ability to work under pressure, with the flexibly to respond to changing priorities and fluctuating workloads.
• Strong problem-solving skills to be able to complete difficult tasks. Careful focus, attention to accuracy and detail are essential.
• Ability to see all tasks through to a timely resolution.
• Ability to exercise judgment and provide comprehensive documentation.

APPOINTMENT INFORMATION

This is a full-time Civil Service Office Manager position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. This is a bargaine