Office/Events Manager

Job no: 518465
Work type: On Campus
Location: Normal, Illinois

Title:Office/Events Manager
Division Name: Academic Affairs
Department: Technology

Job Summary

The primary function of the Office Manager in the Department of Technology is to provide support to the department, the Chairperson, the Graduate Coordinator, and the Administrative Aide. This includes assisting faculty with preparing class materials and projects, entering textbook selections in the Student Information System, ordering office supplies, and planning and managing all aspects of department meetings and events (scheduling, food and beverages, invitations, taking minutes, taking pictures for publicity purposes). This position also maintains the department blog, prepares correspondence with department donors and friends, maintains the department's social media outlets, assists the Graduate Coordinator workflow pertaining to the graduate program, assist with managing the graduate assistant hiring process and supervision of the office's student employees, and serves as backup for the Administrative Aide.

Additional Information

University Benefit Highlights:
- Health, dental, vision, and life insurance
- Retirement and supplemental retirement
- Tuition waiver benefits are available to staff as well as their eligible dependents.
- Paid holiday/administrative closures during Thanksgiving and Winter Breaks
- Paid vacation and sick time
For more University Benefit information: https://hr.illinoisstate.edu/benefits/

Information regarding eligibility for participation in the State Universities Retirement System and the State of Illinois Group Insurance program can be reviewed here https://hr.illinoisstate.edu/benefits/insurance/

Salary Rate / Pay Rate

$18.50 - $19.15 per hour

Required Qualifications

1. High school graduation or equivalent.
2. Twenty-four (24) months of clerical/office support work experience comparable to that performed at the Office Support Specialist level of this series or in other positions of comparable responsibility.

Preferred Qualifications

1. Proficiency with Microsoft Office - Word, Excel, Access, and Power Point.
2. Knowledge of and proficiency with Student Information System to access student screens applicable to graduate students' progress.
3. Knowledge of and proficiency with Colleague in order to enter vouchers, look up account balances, and run deposit and expense reports
4. Knowledge of and proficiency with Colleague to oversee graduate assistant personnel budget line and check for accuracy with GA appointments
5. Knowledge of and proficiency with ISU Stories/WordPress program in order to manage and compose the department website blog.
6. Knowledge of and proficiency with the Foundation's ONE database to access donor records and information.
7. Knowledge of and proficiency with the University Calendar to enter Technology events.
8. Knowledge of and familiarity with Illinois State processes and procedures to order fleet cars, keys, paper supplies, office supplies, and photocopy supplies.

Work Hours

Monday - Friday; 8:00 a.m. - 4:30 p.m.
Occasional weekend hours for special events (2-3 times per semester)

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:
1. Effectively communicate on a daily basis.
2. Remain at a workstation for extended periods.

Proposed Starting Date

June 2024

Required Applicant Documents

Resume
Cover Letter
Reference List

Please Note: These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Optional Applicant Documents

Transcripts - See Special Instructions to Applicants for additional options
Certification of Retirement Annuity

Please Note: These documents may be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Special Instructions for Applicants

Please fully complete the entire application including, but not limited to, the education and work history portions. Be specific on your work history, including employment dates (if part-time you must list the number of work hours) and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Please do not put "see resume" in the duties and responsibilities section of the work history. This will be considered an incomplete application and incomplete applications will not be considered.
The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of applicant materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. After the application deadline, the names within the top three scores will be referred to the department for interview.
College transcripts (may be unofficial) may be faxed, mailed, delivered to Human Resources, or uploaded under optional documents prior to the posting close date. In order to be eligible for Veteran's Preference points on the exam, appropriate military service documentation, such as a DD-214, may be faxed, mailed, delivered to Human Resources in order to receive the maximum eligible points:
Fax: 309.438.0011, Attn: Colette Homan
Address: Illinois State University
Human Resources
Campus Box 1300
Normal, IL 61790-1300
Illinois State University is authorized to do business within the State of Illinois. All work under this appointment is required to be performed from within the State of Illinois.
This position is represented by AFSCME Local 3236-Clericals.

Contact Information for Applicants

Colette Homan
Human Resources
309-438-8848
cshoman@ilstu.edu

Important Information for Applicants

This position is subject to a criminal background investigation and if applicable, an employment history review, based on University Policy 3.1.30 and any offer of employment is contingent upon you passing a satisfactory criminal background investigation and/or an employment history review. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Illinois State University is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal law you may request an accommodation by contacting the Office of Equal Opportunity and Access at (309) 438-3383. The Office of Equal Opportunity and Access will hold any confidential information you provide in confidence.

If you are having difficulty accessing the system, please call Human Resources at (309) 438-8311.