University of Illinois Hiring for Office Manager – Industrial & Enterprise Systems Engineering – 1016317 at Lisle, Illinois Full Time

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https://illinoisjoblink.illinois.gov/jobs/10763868 Office Manager

Department of Industrial & Enterprise Systems Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

Job Summary

Manage the Academic Affairs Office in the Department of Industrial &
Enterprise Systems Engineering, supporting the activity of the
Undergraduate Programs office and providing backup support for the
Graduate Studies office.

Duties & Responsibilities

Manage the functions of the Academic Affairs Office

• Serve as the office’s front line and traffic manager for student,
  faculty, and public interaction; independently address routine
  student questions, including answering phone calls and responding to
  walk-in traffic; direct individuals to appropriate resources as
  needed.
• Oversee Academic Affairs email accounts, answering inquiries and
  escalating to appropriate individuals, as needed. Develop templates
  to respond to common/standard inquiries.
• Coordinate events associated with Academic Affairs such as, but not
  limited to, information sessions, welcome events, prospective
  student visits and student appreciation events. This includes
  determining who should be in attendance, sending invitations,
  managing attendance, room reservations and catering orders, etc.
• Maintain confidential student records and related systems.
• Conduct document reviews, including academic plans, graduation
  checklists, and transcripts (official versus unofficial) based on
  guidance from Academic Affairs staff. Follow up with students as
  necessary to confirm completion.
• Assist in making advisor assignments, and independently, process
  appropriate forms and documents, paying particular attention to
  confidentiality issues.
• Communicate with faculty regarding textbook ordering, deadlines, and
  other academic related activities.
• Based on direction from Academic Affairs staff, update documentation
  and notify all relevant parties of policy/procedural changes related
  to ISE degrees.
• Maintain operational role related to using the P-Card and T-Card
  (Cardholder).
• Manage the ICES process by requesting, preparing, and distributing
  evaluations in a timely manner.
• Serve as Departmental focal point for all interactions with
  Facilities Management and Scheduling (FMS) and faculty for
  preparation of classroom and final exam schedules and serve as the
  liaison for FMS regarding classroom usage and special event
  reservations.
• Track student degree customizations (SFO/TO) and create reports on
  their selections.

Support Associate Head and Associate Director of UG Programs

• Document and assist in the coordination of the department-wide
  teaching plan to ensure accuracy in the course schedule for which
  faculty are teaching which courses each semester.
• Provide clerical support including oversight and communication of
  financial transactions.
• Compose and review correspondence, memos, and other communications.
• Filter meeting requests and take appropriate actions when needed.

Manage registration and class schedule

• Prepare for early enrollment with the preparation of semester ISE
  course schedule.
• Utilize Banner for student schedules and records, instruction forms,
  checklists for faculty, and semester elective listings.
• Maintain student enrollment and complete Banner registration and
  enrollment transactions as required.
• Monitor and provide updates on enrollment information to the
  Academic Affairs office and departmental leadership, as requested.
• Instruct and direct faculty regarding grade entry and faculty grade
  correction.
• Process and format data used for class scheduling a d enrollment
  management as well as faculty on-line scheduler, grade reporting,
  and textbook ordering.

Perform other duties as required

Position Requirements & 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

Strong organizational work skills, defining tasks, prioritizing
assignments, and following through on all projects independently.

Possesses superior communication and presentation skills and the ability
to foster positive relations with multiple, diverse constituencies.

Have a student-centered philosophy and the ability to work with a
diverse student population.

Strong customer focus required – ability to listen attentively,
understand and respond positively.

High proficiency with web-based resources, spreadsheet and presentation
software (Microsoft & Adobe applications), social media (LinkedIn,
Facebook, etc.) and University applications (Banner, Grad Apps, Slate,
TEM, Webtools, iBuy, Astra).

Ability to work under pressure, with the flexibly to respond to changing
priorities and flu