Address
Form of work
SalaryOffice Manager
Big Ten Academic Alliance
The Big Ten Academic Alliance is the nation’s preeminent model for effective collaboration among research universities. For more than 65 years, the Alliance has helped the world-class institutions of the Big Ten advance their academic missions, generate unique opportunities for students and faculty, and serve the common good by sharing expertise, leveraging campus resources, and collaborating on innovative programs. For more information on the Big Ten Academic Alliance, visit http://www.btaa.org.The Big Ten Academic Alliance headquarters are in Champaign, Illinois, and employees work a hybrid work schedule with two days in the office and three days remote. Alliance employees are employees of the University of Illinois. The University of Illinois is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. For more information, visit http://go.illinois.eduv/EEO.
Job Summary
Duties & Responsibilities
- Travel Support
- In coordination with the Accounting Team, advises staff on travel University policies and procedures and develops checklists to assist them.
- Collects post-trip expense documentation required by University policy from staff and prepares Expense Reimbursements in Chrome River.
- In coordination with programmatic staff, arranges travel and provides administrative support for speakers, guests, and other individuals invited to stakeholder meetings and conferences.
- Processes guest travel reimbursements for grant and other externally funded programs.
- Event Support
- At the direction of programmatic staff, checks availability of event venues, reserves venues appropriate for each event, arranges for audio/visual/IT equipment as needed, arranges for catering services, secures hotel blocks at nearby hotels, and arranges transportation.
- In coordination with the Accounting Team, ensures the appropriate contracts are in place for each of the items above and that payments are processed in a timely and efficient manner.
- In advance of each academic year, network with hotels and vendors to establish annual agreements in partnership with the Director of Operations.
- Periodically visits vendor locations, noting any location characteristics that may be helpful for staff planning events in those locations and future travel to them.
- Cultivates and maintains positive relationships with vendors, including periodic travel to their locations to ensure full and current information and to foster collaborative partnerships.
- Administrative Support
- Provide administrative support for the Executive Director’s Administrative Assistant and other designated staff members, as well as perform other duties as assigned.
- Provide administrative support for the Executive Director’s Administrative Assistant and other designated staff members, as well as perform other duties as assigned.
Additional Physical Demands
- Location: Champaign, Illinois, in a hybrid work environment.
- Willingness to travel as needed for event planning purposes.
Minimum Qualifications
High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.
Preferred Qualifications
- Excellent organizational skills and attention to detail.
- Proficiency with Chrome River.
- Proficiency with Office 365 tools.
- Experience in higher education or similar complex organizational settings.
- Knowledge of University financial systems.
- Experience in event contract review.
Knowledge, Skills and Abilities
- Adaptability: Respond to change positively and adjust style to the needs of the situation.
- Attention to Detail: Thoroughly accomplish tasks with concern for all involved areas.
- Collaboration: Develop cooperation and teamwork while working towards solutions that benefit all involved parties.
- Results: Demonstrate concern for achieving or surpassing results against internal or external standards. • Initiative: Proactively act on opportunities and issues to capitalize or resolve them.
- Innovation: Apply original thinking to improve processes, methods, systems, or services.
- Open Communication: Encourage open expression of ideas and opinions.
- Prioritization Skills: Demonstrate the ability to prioritize tasks effectively when under pressure and facing numerous urgent responsibilities.
- Problem Solving: Build a logical approach to address problems or opportunities effectively. • Professionalism: Think carefully about the likely effects of words, actions, and behavior on others.
- Reliability: Demonstrate high dependability in all aspects of the job.
- Organizational Loyalty: Exhibit appreciation for the Big Ten universities and their academic and research missions.
- Technical Expertise: Apply specialized knowledge, skills, and judgment 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 5/6/2024.
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 (CST) on April 5th, 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. Application materials should include a cover letter, a current resume, and at least three references, including contact information. Immigration sponsorship is not available for this position. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. Minimum salary for this position is $44,267.08. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. For further information about this specific position, please contact rhall2@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. 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: 1023421
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
