Office Manager- Illinois Global Institute

About the position The Office Manager for the Illinois Global Institute at the University of Illinois at Urbana-Champaign is responsible for providing comprehensive administrative support to the Executive Director and the administrative staff of the Institute. This role involves managing calendars, coordinating meetings and events, handling travel arrangements, and overseeing logistical needs for various programs and initiatives. The Office Manager will also support grants and fellowships, manage space reservations, and ensure effective communication within the Institute and with external stakeholders.

Responsibilities

• Provide administrative support to the IGI administrative staff.
• Provide administrative support to the ISAR program when needed.
• Manage calendar and correspondence for the IGI Executive Director and Deputy Director.
• Schedule and set up IGI administration meetings and events, including developing and distributing agendas.
• Reserve rooms, secure catering, order supplies, print agendas, record minutes, and send meeting notifications.
• Send announcements and other information for IGI administrative meetings, events, and general operations.
• Maintain awareness of the Institute's activities and participate in events as needed.
• Coordinate travel arrangements for IGI staff and guests, including hotel reservations and transportation, and process expenses in Chrome River.
• Coordinate and complete travel, honoraria, lodging, catering, and other logistical needs for IGI administration events.
• Purchase supplies and equipment and process requisitions, contracts, and expense reports through Chrome River, iBuy, and Contracts+.
• Hold P and T cards for IGI.
• Process journal vouchers (JVs) and PZAREDS in communication with HR staff as needed.
• Hire and supervise undergraduate, graduate, and extra help employees at the Green Street location.
• Provide support to the IGI Grants and Fellowships Coordinator.
• Schedule regular FLAS meetings with FLAS coordinators and assist with organization of FLAS information and orientation sessions.
• Review student scholarships, fellowships, and waivers in Banner for accuracy.
• Send correspondence on behalf of the G&F coordinator and file needed documentation on SIEs and other special requests for use of grant funds.
• Match expenses to grant budget lines monthly and monitor fellowship and scholarship submission requests from units.
• Reconcile FLAS grant accounts monthly and process awards in DAWS.
• Submit student account payment requests (SAPR) for payments to foreign national students and request student documents for SAPR payments.
• Manage Coble Hall and Green Street conference rooms and reservation requests.
• Assist with scheduling student workspace in Coble and Green Street.
• Serve as IGI's contact with JSM building management for maintenance and keys.
• Keep current list of space occupancy for Green Street and Coble offices and serve as backup for Coble building support.
• Keep list of temporary office assignments at Green St. and communicate building updates to them.

Requirements

• High school diploma or equivalent.
• Two years of work experience comparable to the third level of this series.
• Ability to communicate effectively with others.
• Solid interpersonal skills and professional acumen.
• Ability to build rapport and establish effective working relationships with students, faculty, and staff.
• Awareness of, and sensitivity to, cultural and linguistic differences.
• Commitment to diversity and inclusion.
• Ability to effectively multi-task and stay organized.
• Ability to remain calm and productive in a busy work environment with frequent interruptions.
• Ability to be self-motivated, prioritize tasks, and exercise good judgment.
• Attention to detail.
• Ability to maintain confidentiality in all business matters.
• Knowledge of University and College requirements, procedures, rules and regulations.

Benefits

• Hybrid work schedule after initial on-site training period.
• Entry-level salary starting at $44,267.08.

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