ACES HR, Office Manager
University of Illinois

Office Manager

College of Agricultural, Consumer and Environmental Sciences, Human Resources

University of Illinois Urbana Champaign
Job Summary
As a vital member of the College Human Resources team, this position manages and coordinates a variety of activities and provides essential administrative support, ensuring high-quality customer service. Reporting directly to the Executive Director of College Human Resources, this role handles sensitive and confidential personnel information daily.

This position will:
- Serve as the first point of contact for the office.
- Provide comprehensive administrative support.
- Maintain discretion and exercise good judgment due to the confidential nature of the role.

ACES Human Resources has a legacy of providing effective and efficient client services while creating robust opportunities for promotional growth and development. The successful candidate would participate in a comprehensive onboarding strategy led by professionals that have performed the type of work that this position will be responsible for. Individuals that have been successful in this position have leveraged this experience to advance their career in human resources.

Duties & Responsibilities

General Office Support:

• Serve as first point of contact for the office, in person and electronically. Research as requested and reports information which requires the evaluation of sources or the application of regulations and procedures to appropriately respond to visitor inquires.

• Establishes and maintains the confidential records and files of the complex College personnel filing system.

• Manage the mail, supply upkeep, and on-campus errands, as needed. Responds to items within the scope of responsibility.

• Responsible for updating internal job aids, training and intranet documents based on direction from staff.

• Independently devise forms, compose letters and compile reports from general instruction. Assists in the creation of publications for internal and external audiences in various formats such as Microsoft Word and Excel.

• Supervise student employees.

• Attends meetings as a delegate for the designated member(s) of the unit staff when requested.

Human Resources Administrative Support:

• Coordinates logistical arrangements for searches and communicates with candidates to manage travel arrangements.

• Responsible for ensuring electronic search documentation is complete. This may entail accessing the information in the applicant tracking system to obtain the final approved documentation.

• Complete I-9s for new employees.

• Start background checks and the CANTS check.

• Submit job descriptions (JDX and my.ACES).

• Research and respond to inquiries providing basic payroll policy information as necessary.

• Assist with FMLA tracking providing updates to staff as needed.

Purchasing :

• Process procurement (P-Card) purchases related to employment advertisements and UPS package shipments for visa processing; reconcile the charges upon receipt. Complete P-Card logs and send the necessary documentation for reconciliation purposes.

• Process earnings transfers, pay adjustments and journal vouchers in BANNER as directed by staff as necessary.

• Complete purchases in iBuy for office supplies, paper, etc. work closely with the Business on reconciliation or charges as needed, establishes and maintains inventory records, conducting periodic checks for inventory control purposes.

• Process TEM (T-Card) purchases related to travel associated with office needs.

Compliance Tracking :

• Primary point of contact to track completion of performance reviews and trainings for the entire college (ANCRA, Ethics, Title IV, etc.) and update staff members as necessary for follow-up.

• Other duties as assigned.

Additional Physical Demands
This position works in an administrative suite with consistent distraction of phones, inter-office communications and visitors. There is no unusual physical requirement other than the normal lifting of office supplies.

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

• Knowledge of personal computers and software packages such as Microsoft Word, Excel, Outlook e-mail, BANNER and other University financial programs. Ability to operate Microsoft Excel, Word Teams, Outlook Exchange, T-Card System (TEM), P-Card System (Procurement).
• Knowledge of accepted office and personnel management procedures. Flexible, multi-task capable, and willing to engage in the necessary staff development to develop and maintain necessary personal and technical skills.
• Ability to work independently and exercise judgment in carrying out procedures and in handling confidential and sensitive information is essential.
• Skill of accuracy and use of good judgment in determining priority to be given to duties in order to meet deadlines.

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. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for this classification is $ 44,267.08. Sponsorship for work is not available for this position. Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver's License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

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 Tuesday, November 5, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 Courtney Lynch clync@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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: 1027098
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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