Overview
Office manager – studies Jobs in Urbana, IL at Universtiy of Illinois UrbanaChampaign
Office Manager
Department of African American Studies
University of Illinois at Urbana-Champaign
Job Summary
The primary function of this position is to serve as initial contact for the department as well as complete numerous procedures essential to the smooth and efficient daily workflow in the office and department.
Administrative Duties
Conduct day-to-day administrative operations of the department for the smooth functioning of the office, including providing staff support and clerical assistance for African American Studies faculty and teaching staff and maintain calendars and mailboxes and coordinate meetings.
Maintain awareness of staff schedules.
Serve as a receptionist by greeting visitors, reviewing, and distributing incoming mail, opening and closing the office, ordering supplies, negotiating prices and contracts for the production of materials, and answering phones.
Maintain bulletin boards, keep track of departmental keys, keep all equipment in working order, arrange for shipments/express deliveries (UPS and FedEx), monitor email inboxes, independently respond to routine inquiries, and direct walk-in traffic, independently respond to routine inquiries requiring detailed knowledge of policies and procedures.
Communicate on behalf of the department with external units. Work with the building facilities management when needed.
Assist in data gathering, surveys, assessments and report preparation, and electronic record keeping, as well as filing for the department.
Co-chair (with the Assistant to the Head) search committees for student employees and facilitates hiring processes.
Initiate paperwork for student hires. Train and supervise student workers, coordinate work schedules, and monitor daily work activities.
Initiate timesheet management of all students to ensure accuracy and timely submission to payroll.
Attend regular staff meetings, prepare and distribute agenda among the faculty and staff, keep minutes for staff meetings, and distribute as appropriate.
Assist with the development, production, and distribution of departmental informational and promotional materials, including the department’s website, newsletter, and new digital technologies to promote courses and other activities.
Receive and process confidential materials for department searches.
Coordinate the administrative search process including the scheduling of interviews and the creation and maintenance of application files and records with responsibility for preserving accurate and accessible information.
Assemble files for review by faculty committee members, noting any missing pieces of information.
Maintain a database of contacts for faculty, students, alumni, institutions, and other individuals who are interested in receiving information related to the department.
Other duties as assigned to further the mission of the department.
Scheduling and Event Management
Prepare necessary materials and coordinate logistical arrangements for all African American Studies programs and events, such as workshops, conferences, and symposia.
Distribute flyers to campus departments, arrange for rooms and equipment for talks, and arrange for catering where appropriate.
Act as liaison with other campus units to coordinate events such as jointly sponsored programs and commencement ceremonies. Attend meetings on behalf of the unit when appropriate.
Coordinate the use and scheduling of department meeting spaces. Maintains African Americ…
Title: Office manager – studies
Company: Universtiy of Illinois UrbanaChampaign
Location: Urbana, IL
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