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Office Manager (Business Administrative Associate)

Company: University Of Illinois
Location: Champaign
Posted on: November 11, 2019

Job Description:

University of IllinoisUIC PurchasingOffice Manager (Business Administrative Associate)Chicago--Job SummaryThe UIC Purchasing team seeks an Office Manager--to, under administrative supervision, be responsible for overall office support duties for the Purchasing Office and specialized support of the Director. Additional responsibilities include:--Key Job Responsibilities/Duties1. Administer the UIC Purchasing customer service inbox and respond to customer requests, including but not limited to, Change Orders, Purchase Order creation, non-conforming orders/invoices processing, and general support questions. Direct requests requiring attention of Purchasing staff as appropriate. (15%)2. Manage and supervise the daily administration of UIC Purchasing, which applies managerial knowledge and administrative experience to ensure procedural and fiscal activities are conducted in alignment with University and departmental policies/procedures. (10%)3. Participate in identifying, developing, and implementing short- and long-term strategies that improve the effectiveness and efficiency of UIC Purchasing administrative and support activities, and that successfully contribute toward achieving established University and departmental objectives/goals. (10%)4. Compose correspondence and other written and electronic communications (including preparing drafts for review/approval by the Director and other administrative officials), which require specialized knowledge about the Director---s and other administrative officials--- areas of responsibility, and about overall University operations. Communications include reports, business documents, project templates, meeting minutes, department updates, and other documents. Includes creation of Purchasing-specific downloadable templates for use by University customers, including Procurement of Services template, Contract for Services under 10k template and Solicitation Information Form. (10%)5. Responsible for coordinating space, equipment, and other needs related to meetings, appointments, conference calls, and other events to ensure logistical requirements are met including: scheduling events and establishing agendas; assisting with developing/organizing meeting materials (e.g., PowerPoint presentations, spreadsheets, minutes, and other data/information); reserving appropriate space to accommodate meeting needs; ordering and/or setting up equipment and supplies (e.g., computers, phone lines, documents/reports for distribution, writing materials, etc.); handling food/beverage arrangements; and initiating follow-up action as required. (10%)6. Assist with implementing the departmental communication plan and monitoring its progress to ensure established Purchasing objectives and goals are being met. (10%)7. Carry out administrative responsibilities under the direction of the Director, including in his/her absence, and apply managerial skills and extensive knowledge about departmental activities to promote the continuity of overall UIC Purchasing operations and services. (5%)8. Responsible for establishing and maintaining the electronic calendar of the Director, the department, and other administrative officials including: monitoring calendar activities to ensure departmental officials are notified about upcoming meetings, appointments, and deadlines in a timely manner; preparing and distributing agendas, meeting materials, and other information to appropriate persons; assessing and accommodating urgent matters; independently scheduling/prioritizing events; and approving changes/updates as needed to minimize scheduling conflicts related to overall Purchasing operations. (5%)9. Apply discretion and good judgment to independently coordinate travel arrangements for the Director and other administrative officials including: evaluation of cost-effectiveness and overall suitability of travel options to recommend/confirm mode of transportation, hotel selections, and other reservations; scheduling appointments and assembling appropriate meeting materials; preparing/finalizing itineraries; and providing other travel-related assistance as necessary. Review expense receipts to ensure they comply with approved state rates, and process reimbursements accordingly in a timely manner. (5%)10. Establish and maintain electronic and paper filing systems related to Purchasing operations and services that contain confidential reports, documents, correspondence, and other communications. Responsible for ensuring the integrity and security of UIC Purchasing records that are stored and maintained in compliance with applicable University policies and procedures, and adhere to the record retention protocol established for warehoused documents. (5%)11. Provide overall coordination of all activities for staff recruitment and setting up new hires, which includes scheduling interviews and making travel arrangements. Establish systems accounts, telephone service, space assignment, and other orientation activities for new hires as assigned, and deactivate when staff leave. (5%)12. Responsible for inventory and maintenance of office equipment (e.g., desktop and laptop computers, photocopiers, printers, facsimile machines, digital scanners, and other equipment), which includes scheduling repair work as needed (or routine maintenance) to ensure Purchasing operations are administered with minimal interruptions. (5%)13. Coordinate, facilitate, and oversee business and administrative activities to meet daily operational needs, and ensure related functions are directed in compliance with applicable policies/procedures, and administered in alignment with University and departmental high expectations for discretion, integrity, and professionalism. (3%)14. Perform other duties appropriate for a Business Administrative Associate classification. (2%)--Minimum Accepted QualificationsBachelor's degree in business administration, management or a field related to the position.Two (2) years of professional level accounting, managerial and/or business experience, including one year of which was at an administrative level.--Preferred QualificationsProficiency with Microsoft programs/applications including Word, Excel, Access, Outlook, Internet Explorer and Banner.Proficiency with office equipment including printers, photocopiers, facsimile machines, digital scanners, and calculators.--Effective supervisory skills to promote a productive work environment that------encourages personal growth and professional advancement.Ability to perform detailed analyses and develop/prepare business reports, financial documents, and other communications that have a professional presentation and reflect applicable formats and criteria.--Effective teamwork skills to address/resolve difficult and complex issues/problems related to Purchasing activities and overall OBFS operations and services.Strong interpersonal skills, exemplified by tactfulness and diplomacy, to provide high quality customer service that is representative of University and departmental work performance expectations.Ability to establish and maintain effective working relationships to promote the proficiency of overall Purchasing operations and services.Excellent verbal and written communications skills to effectively interact with University, campus, and departmental officials/staff and other internal/external persons seeking assistance from Purchasing.Strong organizational and multi-tasking skills, and the ability to prioritize/distribute workloads to meet stringent deadlines and appropriately respond to matters of urgency while coordinating and managing Purchasing---s daily activities.Self-motivation and initiative to identify and develop new strategies and ideas to improve the overall efficiency and effectiveness of Purchasing---s activities.--To Apply: For fullest consideration, please complete an online application by upload all valid certifications and transcripts within the document section of your online application.--All civil service positions require an exam.--The exam for this position is a Credentials Assessment.--You will not be required to report in person for this exam.--Credential Assessment Exam Scoring Information:You will not be required to report in person for this exam. The updated online application and all uploaded, relevant documents, such as a resume and/or college transcript will be used in the calculation of the exam score. These documents should be uploaded prior to the position close date.----When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e. resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.--If a degree or college coursework is required, you must provide official transcripts.--Transcripts/Licenses/Certifications MUST be uploaded electronically to your online application through the "Documents" page on the Civil Service Employment Application (page 4). Be sure to select the appropriate document type before uploading the document.--If your educational institution provides electronic transcripts, please have them sent to your educational institution doesn---t provide electronic transcripts, they must mail the transcripts to:--University of Illinois at ChicagoRecruitment and StaffingHuman Resources Building Room 109715 S. Wood Street M/C 862Chicago IL 60612Attn: CC8508 - Business Administrative Associate - JKN--If an application and all applicable forms, transcripts, and supporting documents are not submitted by the close date, the applicant/employee will not be considered for this position and--will be denied.----For fullest consideration, the above mentioned requirements must be submitted no later than Friday, November 15, 2019.----We appreciate your interest in employment at the University of Illinois at Chicago.----The University of Illinois is an Affirmative Action/Equal Opportunity Employer.----This position requires Illinois residency within 180 days of the hire date.

Keywords: University Of Illinois, Champaign , Office Manager (Business Administrative Associate), Administration, Clerical , Champaign, Illinois

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