Office Manager - School of Engineering (CS25-081) - Military veterans preferred

Southern Illinois University Edwardsville


Position Title: Office Manager - School of Engineering (CS25-081)

Category: Category: Administrative Assistant / Office and Administrative Support

Location: Edwardsville, IL

Salary: $35,841.83 Annually

Opening Date: 09/19/2024

Division: Engr, School of

Flsa: Non-Exempt

Job_Number: 00468

Department: Construction

Closing_Date: 10/4/2024 11:59 PM Central

Description:

Description

We are seeking a dedicated and detail-oriented Office Manager Specialist to provide comprehensive support to the Departments of Industrial Engineering, Construction, and the Surveying and Geomatics Program, as well as to the Dean of the School of Engineering. This role requires effective communication skills, a thorough understanding of university policies, and the ability to interact with various university offices to promote workflow efficiency.

Key Responsibilities:

• Administrative Support: Provide essential administrative support to departmental Chairs and faculty, addressing their needs and inquiries effectively.
• Fiscal Management: Independently manage administrative and fiscal tasks, including overseeing budget-related files, reconciling monthly AIS reports, and coordinating reimbursements. Act as a fiscal officer delegate for departmental accounts, processing various fiscal forms and collaborating on grant administration.
• Course Scheduling: Collaborate with Chairs to schedule courses, manage ongoing maintenance, and resolve scheduling conflicts in coordination with the Enrollment Center.
• Graduate Program Management: Assist the Graduate Program Director with the employment process for graduate assistants, manage confidential records, prepare contracts, and oversee graduate admissions.
• Hiring Coordination: Coordinate the hiring process for faculty, adjuncts, staff, and research assistants, ensuring all employment contracts and confidential records are meticulously maintained.
• Resource Management: Maintain office supplies for faculty and graduate assistants, assist with property control inventory, and manage the department's textbook list, including placing orders and obtaining necessary materials.
• Communication and Correspondence: Serve as the primary point of contact for departmental inquiries, compile and direct communications on behalf of Chairs, and handle correspondence, including sorting mail and maintaining records.
• Web and Record Maintenance: Update departmental web pages, ensure accurate record-keeping, and train student workers on best practices.
• Meeting Support: Attend departmental meetings, take notes, and transcribe minutes, while also providing additional support to the Dean’s office as needed.

Typical Qualifications

Minimum Qualifications:

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills, and Abilities:

• High level of attention to detail and thorough knowledge of School and University policies and procedures.
• Ability to function independently with minimal supervision, using sound judgment to prioritize and expedite complex administrative tasks.
• Proficiency in clerical skills and extensive experience with software tools, including:
  • Microsoft Office (Excel, Word, Outlook)
  • Windows
  • Banner
  • AIS
  • HireTouch
  • SharePoint
  • Cascade
  • P-card system software
• Strong command of grammar, punctuation, spelling, and sentence structure, with the ability to produce quality work under deadlines and distractions.
• Proficient in using online applications such as email, calendars, and Microsoft Teams.
• Capable of effectively supervising student workers.
• Ability to interact professionally with faculty, staff, the Dean's office, and students while maintaining composure.

Supplemental Information

Civil Service Information: Civil Service Application - FAQs

Application Instructions: How to Apply - Step by Step (Download PDF reader)

Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, candidates must be a current Illinois resident.

Classification: State Universities Civil Service System Classification Number: 3266 – SUCSS Classification Title. For more information on Civil Service classifications, please visit the State Universities Civil Service System website at: https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Veterans: Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves). For help in determining the appropriate proof of eligibility to submit, please refer to the Guide for Veteran Document Verification. (Download PDF reader)

Pre-Employment Screening: External candidates receiving a job offer must undergo pre-employment screening, including a criminal background check. For safety sensitive positions, a drug screen will also be required.

Work Authorization Information: This position does not offer work authorization sponsorship. International students at SIUE on F-1 or J-1 visas are not eligible for full-time or part-time civil service positions with permanent status. F-1 and J-1 visa holders must be enrolled full-time and can only apply for temporary part-time roles working 20 hours or less per week during spring and fall semesters, such as student worker positions, assistantships, and civil service extra help roles. SIUE is a state university, and it's important to highlight that benefits from state-sponsored plans may not be accessible to individuals on F1 or J1 visas.

Accommodation: If you are unable to utilize our online application system and need to request an accommodation, please reach out to us at 618-650-2190 or via email at: careerinfo@siue.edu

Statement of Diversity: SIUE is an Equal Opportunity Employer committed to an inclusive and diverse workforce. We firmly believe in providing equal access and opportunity to individuals across all job titles. We will not discriminate against any person on the basis of race, national origin, ethnicity, color, religion, disability, age, marital status, sex, sexual orientation or veteran’s status.

SIUE cultivates an atmosphere of inclusivity, respect, and warmth that fosters learning and collaboration. Each member of our university community bears the responsibility of actively contributing to this enriching campus environment. We encourage individuals who are dedicated to upholding these values to apply.

To learn more about SIUE's Mission and statement on diversity, please visit:https://www.siue.edu/about/mission-goals-plans/index.shtml.

We value your interest and look forward to reviewing your application. For questions or more information, please email careerinfo@siue.edu.

Agency: Southern Illinois University - Edwardsville

Address: 1040 Rendleman Hall Edwardsville, Illinois, 62026

Website: https://www.siue.edu/

Benefits:

SIUE offers an exceptional array of benefits to all full-time and part-time employees (50% or more receive benefits accrued at the percentage of appointment) including:

• Medical, dental, and vision insurance;
• University tuition waivers (full-time receive 100% waiver of tuition)
• Life insurance;
• SURS retirement plan;
• Supplemental retirement savings plans;
• Paid vacation and sick leave accrual;
• Generous holiday schedule/paid holidays;
• WorkLife programs;
• Employee Assistance Program (mental health and wellness);
• Employee discounts (local and national retailers);
• Flexible Spending Account Program;

For more about our benefits and employee services, visit: https://www.siue.edu/human-resources/benefits

Questions:

Required Question

PI250104956