Office Manager - Counseling Center
University of Illinois

Job Info

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Office Manager - Counseling Center

Counseling Center

Job Summary
Provides direct support to the Administrative Assistant and is the backup for all Counseling Center financial transactions. Preforms a variety of on-site office duties to support office support staff, professional staff, practicum students, Counseling Center Paraprofessionals, graduate assistants and Counseling Center clients.

Duties & Responsibilities

• Manage the Counseling Center mental health brochure program. Manage all components of the payment process, monitor stock and backorders, ensure fulfillment of order to customers nationwide, including payment, shipping, and ensure receipt of product. Coordinate with various stakeholders in revision, development and maintenance process to ensure accuracy of all mental health brochures. Opportunity to travel to annual conference to assist in brochure sales.
• Provide primary support to the Administrative Assistant by completing financial transactions including expense reports in Chrome River, T-Card, and other purchasing systems.
• Manage all inventory and purchases for the Counseling Center through IBuy and other purchasing applications as needed. Including but not limited to ordering all office supplies, receiving pricing quotes from vendors, comparison for goods and services through thorough and independent research based on usage and trends.
• Provide primary support to the Associate Director of Outreach & Prevention Services (OPS) including actively participating in OPS committee meetings, managing OPS inventory, and advising in the development of OPS policies and procedures.
• Provides primary support to the Educational and Program Initiative (EPI) area, including initiation of communication with staff and students regarding upcoming events/meetings, ordering related information/materials, making logistical arrangements, and tracking/receiving orders.
• Provide assistance with monthly reconciliation including development of reports through collection and maintenance of receipts to ensure all transactions are appropriately recorded and reported.
• Supervises Counseling Center Graduate Assistants in-office work hours with the Assistant Director of OPS, including coordinating schedules for GAs and monitoring attendance and workload.
• Provide clerical support for the Executive Director by coordinating Annual Report and External Advisory Committee Meetings, participating as directed; maintaining a calendar of committee meeting commitments and distributing reminders to designated staff member(s).
• Provide back-up support for Office Support Services team covering front desk and phones as needed; participate in opening and closing office procedures.
• Provide clerical support for the Counseling Center Assessment & Evaluation Coordinator including maintaining detailed spreadsheet tracking and monitoring the accumulation and usage of extended hours.
• Assist and anticipate needs for event logistics (e.g., food orders, reserving space, ordering supplies, etc); other duties as assigned.

Additional Physical Demands
All work for this position must be performed in person, as this position has not been approved for remote work. Position works in a fast-paced office setting with the constant distraction of phones, inter-office communications and clients. Position will work primarily at the Counseling Center main office but will be expected to work at other Counseling Center locations on campus as directed. Position exercises discretion and independent judgment and maintains strict confidentiality in all interactions. There are occasions when the expression of grievances, requests, demands, or complaints from clients, students, staff, and others may be stressful. Punctuality is imperative. Position may involve some lifting of packages up to 30 pounds.

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

• Knowledge of Chrome River, iBuy, P-Card and T-Card, and Human Resource modules.

Knowledge, Skills and Abilities

• Comprehensive knowledge in all Microsoft programs (Outlook, Word, Excel, etc.) to be successful in calendaring, correspondence, spreadsheets, tracking, etc. Knowledge of basic office machines including computers, photocopiers, and fax machines. Ability to learn new programs as technology and office needs change.
• Acquisition of in-depth knowledge of policy and procedures for the Counseling Center, Student Affairs, and the University.
• Knowledge of principles and processes for providing excellent customer and personal services.
• Maintain knowledge of current University fiscal systems policies and procedures.
• Excellent telephone and other communication skills; ability to communicate effectively, as appropriate for the needs of the audience.
• Attention to detail, ability to work under pressure, maintain organization, and follow-through. This position is responsible for accuracy, content, format, and timeliness of completion of assignments.
• Able to be flexible in assignment of tasks and have the ability to handle frequent interruptions.
• Spirit of collaboration; willingness to interrupt duties to assist other members of the staff in a higher priority assignment.
• Project Management skills.
• Executive report writing and strong communication skills.
• Ability to maintain strict confidentiality in all interactions.
• Approachable, assertive, flexible, and be able to work cooperatively with a variety of personnel and students.
• Awareness of and sensitivity to cultural and linguistic differences; commitment to diversity and inclusion.
• Ability to exercise initiative, confidentiality, discretion, and sound judgment.

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 1/2/2025. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The collective bargaining agreement sets the starting salary for the Office Manager classification at $44,267.08.

Sponsorship for work authorization is not available for this position.

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 December 9, 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 Emily Barnum at 217-333-3704. 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: 1028001
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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