What are the responsibilities and job description for the Extra Help - Office Manager - OVCAS - Planning, Sustainability and Project Management position at University of Illinois Hospital?
Position Summary
The Extra Help Office Manager is responsible for ensuring the smooth operation of Planning Sustainability and Project Management's (PSPM) administrative functions, including reception and office coordination, facility management, and common area maintenance. The role also provides staff support by assisting with onboarding and offboarding, and addressing administrative inquiries. Additional responsibilities include fiscal and procurement support, event and travel coordination, document and information management, and general administrative assistance to the department. The Extra Help Office Manager leverages various University systems to maintain compliance, accuracy, and efficiency in all processes.
Duties & Responsibilities
Reception and administration coordination:
Anticipates and responds to detailed office support needs.
Oversees reception functions, including answering phone calls, buzzing in guests, handling incoming mail and deliveries, and greeting staff and visitors while directing them appropriately.
Manages unit office calendars, room reservations, and the tracking and distribution of office keys and lockers.
Ensures common areas are well-maintained, functional, and stocked with necessary supplies.
Handles copier maintenance by arranging repairs and ordering supplies.
Coordinates Facility Management requests for the unit and staff, including housekeeping needs.
Oversees the unit’s University Vehicles, including documentation, usage, maintenance scheduling, repairs, and managing reservations and checkouts.
Documentation information management: Supports the creation, review, and maintenance of departmental documents for both internal and external audiences.
Maintains an up-to-date list of yearly PSPM memberships.
Assists with managing and updating the SharePoint site.
Helps oversee equipment and furniture inventory records, including periodic checks for inventory control.
Fiscal and procurement support:
Assists with procurement processes in compliance with University policies and procedures, including placing iBuy orders and serving as a credit cardholder for university purchases.
Supports PSPM staff with expense reports and reimbursements in Chrome River and manages other internal payments.
Assists with processing payments for meals, travel expenses, conferences, and related activities.
Team Support:
Provides administrative and operational support to PSPM Business Services and Human Resource teams, assisting with procurement, financial record-keeping, transactions, employee support, and ensuring compliance with institutional policies using various University systems.
Staff support:
Assists with onboarding and offboarding tasks for PSPM staff, serves as a central resource for addressing staff questions, and resolves administrative or procedural issues.
Coordinates logistical arrangements for conferences and meetings, including preparing necessary materials and organizing travel for PSPM staff.
Performs other related duties as assigned.
Perform other related duties and participate in special projects as assigned.
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