Office Manager - Siebel School of Computing and Data Science
University of Illinois Urbana-Champaign
Office Manager
Siebel School of Computing and Data Science
The Grainger College of Engineering
University of Illinois Urbana-Champaign
Join our innovative team at The Siebel School of Computing and Data Science (CDS) in The Grainger College of Engineering! We are actively seeking a highly motivated individual to fill the role of Office Manager. This position offers both autonomy and a broad scope of responsibilities, perfect for those looking to advance their careers.
As a key member of the Siebel Facilities and Operations team, the Office Manager will be responsible for providing clerical and administrative support for the team, as well as space management across all department locations. This role involves coordinating meetings and events, tracking progress on facilities projects, maintaining records, and ensuring smooth and efficient operations.
We're particularly interested in candidates with experience in managing a high volume of email traffic, juggling multiple tasks and deadlines, using collaborative Office 365 tools, and providing exceptional customer service. This is your chance to bring your expertise and passion to a dynamic and growing department.
Job Summary
Work under direction to provide specialized clerical and administrative assistance to the facilities and inventory/receiving/mailroom operations in the school, utilizing an in-depth knowledge of the unit to carry out the duties and responsibilities of the position.Duties & Responsibilities
- Space Management Operations:
- Serve as primary contact for the school’s space allocation and management operations.
- Oversee iCard building access, assign space to students, staff, and faculty per unit procedures. Maintain confidentiality of upcoming space assignments/changes, as needed.
- Manage requests for office and lab furniture and infrastructure; communicate and coordinate with external vendors on the purchase of furniture and equipment.
- Research vendors for equipment purchase per university and school policies and procedures, make recommendations to unit leadership regarding vendors.
- Respond to requests for and assign eLock access as appropriate.
- Maintain the school-wide space assignments spreadsheet.
- Attend meetings of the space committee, providing input and acting as a delegate for the Assistant Director of Infrastructure and Facility Operations in their absence.
- Update and maintain various space surveys through Archibus.
- Support Facilities Operations:
- Establish and revise the facilities project board, action item list, and calendars, informing the team of upcoming engagements and deadlines. Maintain confidentiality of upcoming projects, as needed.
- Maintain facilities team email aliases and respond to/follow up on pending items; inform the facilities staff of urgent matters that need attention.
- Update and maintain the Building Emergency Action Plan (BEAP).
- Review and approve submitted event forms, request additional information if needed, follow up on event requests.
- Support Receiving Operations:
- Serve as the first contact person in the inventory and receiving area by fielding and directing in-person, phone, and email traffic and providing assistance to others in the receiving area
- Assist with inventory operations for the school by participating in periodic audits, completing equipment loan forms with faculty, staff, and students, and maintaining records of inventory for the school
- Assist with the mail room operations by receiving, sorting, and distributing mail as needed; respond to items pertinent to the receiving operations of the unit
- Assume additional appropriate duties to further the mission of the school.
Minimum Qualifications
- High school diploma or equivalent.
- Two (2) years (24 months) of work experience comparable to the third level of this series.
Knowledge, Skills and Abilities
- Proficiency in Microsoft Office products, email and internet.
- Strong written and verbal communication and interpersonal skills, initiative, and customer service skills
- Ability to apply basic accounting techniques.
- Ability to apply office methods and procedures.
- Ability to work independently and exercise judgment, using knowledge of unit procedures to answer questions effectively
Appointment Information
This 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 closing. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Manager classification is $44,266.95 ($22.701/hour). This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy. Sponsorship for work authorization is not available for this position.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on May 9, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Bridget Gamel at bgamel@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits..
The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.
Requisition ID: 1029376
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu