Office Manager - Housing Information

_{Duties and Responsibilities}

_{Office Administration}

• _{Establishes and maintains the calendar for unit assistant director and coordinators along with the operational calendars associated with staff and stake holder meetings.} 
• _{Collaborates with other support staff to maximize efficiency in meeting frequency and location.}
• _{Monitors and maintains associated space and materials for the respective staff to effectively participate in their calendar commitments including appropriate prep time and resolution of calendar conflicts.}
• _{Keyboards and transcribes confidential, sensitive and technical material including contract information, disability accommodations, occupancy projections, meeting minutes, etc. Independently summarizes, creates reports, and follows up on tasks or responsibilities assigned to participants in meetings to ensure completion based on the knowledge staff roles and the associated complex processes.}
• _{Coordinates all logistical arrangements, including travel when applicable, for staff to attend professional development.}
• _{Combines operational knowledge, application of appropriate policy or procedure and any necessary research to compose reports and correspondence for the unit.}
• _{Coordinates logistical arrangements for unit projects, meetings, conferences, travel and outreach programs. Prepare necessary materials in advance , provides support during, and expedites appropriate summary or reconciliation of respective arrangements.}
• _{Establishes and maintains efficient and secure record-keeping systems, conducting periodic checks for inventory control purposes including archiving and disposal of files.}
• _{Facilitates the collection, organization and documentation of unit and office policy and procedures.}
• _{Coordinate and support academic professional and civil service searches as needed. Assist the search chair in the logistics of the search including organizing and summarizing candidate evaluations for committee review, scheduling meetings and interviews necessary for the search. Complete the necessary steps in HR systems to properly document the search process and results.}
• _{Attends meetings with the designated member(s) of the unit staff, participating as requested.}

_{Office Customer Service}

• _{Provides customer service and information to students and their families regarding the campus housing requirement and options to fulfill the requirement and remain eligible to live in University Housing while enrolled at Illinois.}
• _{Relieves designated members of the unit from numerous personal contacts by answering routine in-person, phone and email inquires. Determines the appropriate course of action including responding independently, taking messages, creating future appointments for follow-up and referring escalations.  Assist other staff with office coverage.}
• _{Reviews designated members(s) of the unit staff’s incoming mail, responding to routine items independently within their scope of responsibility and distributing remainder to appropriate members(s) of the unit for response.}

_{Purchasing and Procurement}

• _{Works in collaboration with other office support to manage purchasing needs of the unit.}
• _{Makes cost estimates and comparisons for goods and services; independently makes general supply purchases and researches marketing products, obtains quotes and makes purchasing recommendations for higher cost items.}
• _{Maintains records of unit fiscal transactions involving a variety of accounts and provides advice regarding the appropriateness of requested expenditures.}

_{Information Dissemination, Publications and Reports}

• _{Assists in the creation of publications for internal and external audiences (brochures, posters, letterhead, websites, social media accounts, etc.).  Monitors and assists with the report of website and social media analytics. Serves as a back up to staff managing digital sign requests, scheduling and billing.}

• Compiles, summarizes, organizes and distributes information from a variety of sources for use in reports, brochures and publications, such as collecting and writing material for print or electronic newsletter, for both internal and external audiences.

• _{Researches and interprets information through the identification and selection of appropriate sources; initiates contacts to clarify subjective information. Aligns recommendations with applicable unit or department policy and procedures. Performs duties listed in the lower level of this classification series.}