Office Manager- Illinois Global Institute

This job was posted by : For more information, please see : Office Manager - Illinois Global InstituteCollege of Liberal Arts & SciencesUniversity of Illinois at Urbana-ChampaignThe Illinois Global Institute is seeking to hire an Office Manager that is responsible for the administrative support for the Illinois Global Institute (IGI) Office of the Executive Director.Duties & ResponsibilitiesIGI Administrative SupportProvide administrative support to the IGI administrative staff.Provide administrative support to the ISAR program when needed.Provide calendar management and correspondence support to the IGI Executive Director.Provide calendar and correspondence support to the IGI Deputy Director.Schedule and set up IGI administration meetings and events, including development and distribution of agendas.Reserve rooms, secure catering, order supplies, print agendas, record as needed, take minutes, and send meeting notifications.Send announcements and other information for IGI administrative meetings, events, and general operations.Maintain overall awareness of the Institute\'s activities and attend and participate in events as needed.Coordinate travel arrangements for IGI staff and guests including hotel reservations, airline tickets, and transportation and process expenses in Chrome River. Serve in a backup role for other IGI units.Coordinate and complete travel, honoraria, lodging, catering, and other logistical needs for IGI administration events (e.g., workshops, conferences, and lectures). Serve in backup role for other IGI units.Purchase supplies and equipment and process requisitions, contracts, and expense reports through Chrome River, iBuy, and Contracts as needed. Serve in backup role for other IGI units.Hold P and T cards for IGI.Process journal vouchers (JVs).Process PZAREDS, in communication with HR staff, as needed.Hire and supervise undergraduate, graduate, and extra help employees at the Green Street location.Grants and Fellowship SupportProvide support to the IGI Grants and Fellowships Coordinator.Schedule regular FLAS meetings with FLAS coordinators.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.File needed documentation on SIEs and other special requests for use of grant funds.Match expenses to grant budget lines monthly.Monitor fellowship and scholarship submission requests from units.Reconcile FLAS grant accounts monthly.Process awards in DAWS.Submit student account payment requests (SAPR) for payments to foreign national students.Request student documents for SAPR payments.Space Management SupportManage 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.Serve as IGI\'s contact with 505 E Green BSW staff and supervisors.Keep current list of space occupancy for Green Street and Coble offices.Serve as backup for Coble building support including keys and work orders.Serve as liaison between visiting scholars using IGI space and their departments when needed.Keep list of temporary office assignments at Green St. and communicate building updates to them.Other duties as assigned to further the mission of the unit.Required QualificationsHigh school diploma or equivalent.Two (2) years (24 months) of wo k experience comparable to the third level of this series.Successful candidates will have : Ability to communicate effectively with others.Solid interpersonal skills and professional acumen.Ability to communicate effectively and professionally, 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.Appointment InformationThis is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. This is a bargained posi