What are the responsibilities and job description for the Office Manager - Coordinated Science Laboratory position at illinois?
Administrative Duties
Compose difficult correspondence for faculty of the group that requires originality, clarity, and knowledge of University and federal agency policies along with judgment as to their application.
Review all papers, reports, correspondence, and other paperwork for grammatical correctness, proper syntax, and coherency
Prepare drafts of programs and proceedings for technical conferences sponsored or co sponsored by the faculty (such as the Annual Allerton Conference on Communication, Control, and Computing).
Provides support to the Annual Allerton Conference.This may include maintaining the annual schedule of target dates, updating mailing lists, coordinating room assignments, organizing the registration, arranging for catering, audio-visual equipment, hotel rooms, etc.
Receive and screen incoming calls. Answer inquiries when appropriate or route calls to appropriate staff member. Take detailed messages and, if necessary, assemble necessary materials for return calls. Incoming calls may be from Federal agencies, industrial contractors, other university faculty or staff, or international colleagues
Review faculty incoming mail, responding to routine items independently and distributing remainder to the faculty or other appropriate staff.
Gather appointment information from faculty and input to CSL appointment portal. Verify that all information is accurate and updated as employees enter and leave the group.
Use research materials to compose material for insertion in reports and proposals
Organize weekly electronic distribution of seminar announcements
Prepare original forms and form letters as required, utilizing knowledge of the specific needs of the Coordinated Science Laboratory and standard policies of the University
Gather supporting material for research proposals, such as research background for the group, facilities description, and publication lists of research faculty.
Serve as liaison and resource person for staff of internal and external units of the University, and external agencies
Respond to inquiries of faculty, staff, graduate students, and University officials – with responses based upon knowledge of the groups, Coordinated Science Laboratory, and University policies and rules. Use discretion in responding to inquiries regarding confidential or sensitive matters
Create, update, revise, and retrieve files and records involving indexing and cross-filing requirements with responsibility for maintaining adequate, accurate, and accessible information, which may include confidential materials
Arrange for office space for students and visitors and correspond with them each semester to verify their continued use of office and need for key card access
Conduct extensive research assignments by locating documents, correspondence, and obscure materials as required by the research groups from both physical and electronic files
Purchasing and Reimbursements
Utilize Department-issued credit card to relieve faculty, students and guests from travel logistics and reimbursement processing. Make travel arrangements within UI policy and secure hotel, flight, vehicle, and other reservations on behalf of travelers. Upon completion of trip, create a reimbursement report within UI policies with appropriate required supporting documentation. This will require deep knowledge of UI policies and unit standards. Use the University P-Card, T-Card and iBuy systems for purchases needed for research and events and maintain records of all the transactions
Prepare and submit reimbursement vouchers for faculty, student and guest reimbursement through the UI reimbursement system.
Collaborate with colleagues for accuracy and compliance with OBFS, campus and department policies and practices.This may include: review of reports, financial statements and other written material
Scheduling
Arrange meetings for the faculty, assist with agenda creation and assume responsibility for composing and dispatching notices to all participants
Prepare meeting schedules for visitors including coordinating schedules with all parties involved and making sure they have a place to park and office space to use.
Initiate and coordinate the office support functions required for the effective implementation of administrative policies of the research group
Perform other related duties as assigned
Compose difficult correspondence for faculty of the group that requires originality, clarity, and knowledge of University and federal agency policies along with judgment as to their application.
Review all papers, reports, correspondence, and other paperwork for grammatical correctness, proper syntax, and coherency
Prepare drafts of programs and proceedings for technical conferences sponsored or co sponsored by the faculty (such as the Annual Allerton Conference on Communication, Control, and Computing).
Provides support to the Annual Allerton Conference.This may include maintaining the annual schedule of target dates, updating mailing lists, coordinating room assignments, organizing the registration, arranging for catering, audio-visual equipment, hotel rooms, etc.
Receive and screen incoming calls. Answer inquiries when appropriate or route calls to appropriate staff member. Take detailed messages and, if necessary, assemble necessary materials for return calls. Incoming calls may be from Federal agencies, industrial contractors, other university faculty or staff, or international colleagues
Review faculty incoming mail, responding to routine items independently and distributing remainder to the faculty or other appropriate staff.
Gather appointment information from faculty and input to CSL appointment portal. Verify that all information is accurate and updated as employees enter and leave the group.
Use research materials to compose material for insertion in reports and proposals
Organize weekly electronic distribution of seminar announcements
Prepare original forms and form letters as required, utilizing knowledge of the specific needs of the Coordinated Science Laboratory and standard policies of the University
Gather supporting material for research proposals, such as research background for the group, facilities description, and publication lists of research faculty.
Serve as liaison and resource person for staff of internal and external units of the University, and external agencies
Respond to inquiries of faculty, staff, graduate students, and University officials – with responses based upon knowledge of the groups, Coordinated Science Laboratory, and University policies and rules. Use discretion in responding to inquiries regarding confidential or sensitive matters
Create, update, revise, and retrieve files and records involving indexing and cross-filing requirements with responsibility for maintaining adequate, accurate, and accessible information, which may include confidential materials
Arrange for office space for students and visitors and correspond with them each semester to verify their continued use of office and need for key card access
Conduct extensive research assignments by locating documents, correspondence, and obscure materials as required by the research groups from both physical and electronic files
Purchasing and Reimbursements
Utilize Department-issued credit card to relieve faculty, students and guests from travel logistics and reimbursement processing. Make travel arrangements within UI policy and secure hotel, flight, vehicle, and other reservations on behalf of travelers. Upon completion of trip, create a reimbursement report within UI policies with appropriate required supporting documentation. This will require deep knowledge of UI policies and unit standards. Use the University P-Card, T-Card and iBuy systems for purchases needed for research and events and maintain records of all the transactions
Prepare and submit reimbursement vouchers for faculty, student and guest reimbursement through the UI reimbursement system.
Collaborate with colleagues for accuracy and compliance with OBFS, campus and department policies and practices.This may include: review of reports, financial statements and other written material
Scheduling
Arrange meetings for the faculty, assist with agenda creation and assume responsibility for composing and dispatching notices to all participants
Prepare meeting schedules for visitors including coordinating schedules with all parties involved and making sure they have a place to park and office space to use.
Initiate and coordinate the office support functions required for the effective implementation of administrative policies of the research group
Perform other related duties as assigned
