Office Manager
University of Illinois

Office Manager/Office Administrator - Human Resources
Carle Illinois College of Medicine

Applications are now being accepted for the Office Manager/Office Administrator position for Carle Illinois College of Medicine at the University of Illinois at Urbana-Champaign.

Job Summary

Under administrative direction, support operational and administrative functions for human resources in the Carle Illinois College of Medicine. This position serves as a resource and consultant to the college, providing guidance and interpretation of human resource policy and procedures. Duties performed require initiative, discretion, the ability to work independently, as well as solid judgment and sound decision-making skills.

Duties & Responsibilities for the Office Manager:

Employment Processes

Provide support for all appointments and employment related transactions in the college
• Assist with the initiation of transactions for new hires, reappointments, retiree rehires, hourly (extra help, academic hourly, student) and courtesy faculty appointments.
• Assist with approval processes, monitor transaction statuses, and coordinate related documentation, ensuring accurate and timely processing of HRFE transactions.
• In collaboration, coordinate, finalize and implement transactional details for defined, term, and episodic faculty service and pay.

In collaboration with the Office of Finance and Administration coordinate, develop and execute employment related agreements, including Memorandums of Understanding and Shared Employee Agreements, and Service in Excess. Shared responsibility for the various stages of the agreement process, including:

• Transmit agreements (using applicable document management system).
• Track status, execute, file, amendment, and renew agreements.
• Monitor agreements for periodic payment, assist in payment processing.

Systems/Records Management

• Support the coordination of unit and college level organization and data management.
o Assist with the maintenance of complex faculty/staff data across multiple systems; ensure accuracy and completeness of data.
o Assist with the preparation and distribution of standard and ad hoc data collection/reporting.
o Assist with the maintenance of sensitive and confidential records, files, and databases, ensuring accuracy and completeness of data. Provide support with the periodic and systematic review records/data systems for auditing purposes.
o Work closely with HR staff to review and update documentation such as internal checklists, standard forms, process guidelines, letter templates and packets.
o Provide input for process improvements related to human resource operations
• Assist with bi-weekly payroll related activities in the college including approval of bi-weekly time reporting.
• Assist with processing of payroll adjustments, labor redistributions, and other transactions related to payroll and compensation.
• Provide support as needed for leave reporting activities.

Recruitment and Hiring

• Support the hiring of extra help, grad hourly and academic hourly employees.
• In collaboration, provide coordination for academic and civil services searches, as needed.
• Initiate and manage applicant tracking system workflow; monitor form statuses through to completion.
• Organize and communicate with hiring officials, search committee members, and candidates.
• Post job announcements, compile posted announcements for saving and uploading into the applicant tracking system.
• Monitor submitted applicant material; redact, save and upload frequently for access by search committee members.
• Responsible for overseeing related compliance activities including: unconscious bias training, visual compliance checks, employment of relatives, background checks, misconduct checks.
• Coordinate/schedule meetings, interview schedules, itineraries, presentations; prepare materials/documents, organize travel, assist with communications
• Responsible for leading and managing the full process for designated searches.

Support the onboarding and orientation process for new hires
• Ensure timely completion of all required and supplemental pre-employment activities including Form I-9 (and manage future reverification or other updates) and web-based New Hire.
• Assist hires with new hire forms and coordinate new hire logistics.

Policy/Compliance Reporting

• Under general guidance, oversee campus and system-based compliance required activities, including: annual ethics training, annual sexual misconduct training, quarterly cybersecurity training. Monitor reports and ensure timely completion adhering to and campus deadlines and policy.
• Assist with annual/semi-annual college compliance activities, including service agreement codes on NOAs, renewal of remote work agreements, review of required labor postings. Provide support to the HR unit and college with dissemination of information and required documents. Ensure all documents are properly updated, organized and retained.
• Serve as a resource to college leadership, faculty and staff on matters pertaining to human resources and administrative issues impacting the college.

Other
• Perform other duties as assigned.
• Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; support and engage in equal employment opportunity principles, rules, and regulations.
• Foster a culture of diversity and inclusion within the Carle Illinois College of Medicine.
• Champion positive inter-professional relationship bridging the college's private/public organization and missions.


Duties & Responsibilities for the Office Administrator

Employment Processes
Serve as a primary HR Front End contact for all appointments and employment related transactions in the college
• Initiate transactions for new hires, reappointments, retiree rehires, hourly (extra help, academic hourly, student) and courtesy faculty appointments.
• Manage the approval process, monitor transaction status, and coordinate related documentation, ensuring accurate and timely processing of HRFE transactions.
• Monitor and track ongoing status of appointments/transactions; anticipate and manage maintenance needs, planned changes, and emergent issues.
• Coordinate, finalize and implement transactional details for defined, term, and episodic faculty service and pay.

In collaboration with the Office of Finance and Administration coordinate, develop and execute employment related agreements, including Memorandums of Understanding and Shared Employee Agreements, and Service in Excess. Shared responsibility for the various stages of the agreement process, including:

• Transmit agreements (using applicable document management system).
• Track status, execute, file, amendment, and renew agreements.
• Monitor agreements for periodic payment, assist in payment processing.

Systems/Records Management
• In collaboration, responsible for coordination of unit and college level organization and data management.
o Manage complex faculty/staff data across multiple systems; ensure accuracy and completeness of data.
o Prepare and distribute standard and ad hoc data collection/reporting.
o Maintain sensitive and confidential records, files, and databases; ensuring accuracy and completeness of data. Provide support with the periodic and systematic review records/data systems for auditing purposes.
o Work closely with HR staff to review and update documentation such as internal checklists, standard forms, process guidelines, letter templates and packets.
o Provide input for process improvements related to human resource operations
• Manage bi-weekly payroll related activities in the college including approval of bi-weekly time reporting.
• Process payroll adjustments, labor redistributions, and other transactions related to payroll and compensation.
• Provide support as needed for leave reporting activities.

Recruitment and Hiring

• Manage the hiring of extra help, grad hourly and academic hourly employees.
• In collaboration, provide coordination for academic and civil services searches, as needed.
• Initiate and manage applicant tracking system workflow; monitor form statuses through to completion.
• Organize and communicate with hiring officials, search committee members, and candidates.
• Post job announcements, compile posted announcements for saving and uploading into the applicant tracking system.
• Monitor submitted applicant material; redact, save and upload frequently for access by search committee members.
• Responsible for overseeing related compliance activities including: unconscious bias training, visual compliance checks, employment of relatives, background checks, misconduct checks.
• Coordinate/schedule meetings, interview schedules, itineraries, presentations; prepare materials/documents, organize travel, assist with communications
• Responsible for leading and managing the full process for designated searches.

Support the onboarding and orientation process for new hires

• Ensure timely completion of all required and supplemental pre-employment activities including Form I-9 (and manage future reverification or other updates) and web-based New Hire.
• Assist hires with new hire forms and coordinate new hire logistics.

Policy/Compliance Reporting
• Under general guidance, oversee campus and system-based compliance required activities, including: annual ethics training, annual sexual misconduct training, quarterly cybersecurity training. Monitor reports and ensure timely completion adhering to and campus deadlines and policy.
• Assist with annual/semi-annual college compliance activities, including service agreement codes on NOAs, renewal of remote work agreements, review of required labor postings. Provide support to the HR unit and college with dissemination of information and required documents. Ensure all documents are properly updated, organized and retained.
• Serve as a resource to college leadership, faculty and staff on matters pertaining to human resources and administrative issues impacting the college.

Other
• Perform other duties as assigned.
• Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; support and engage in equal employment opportunity principles, rules, and regulations.
• Foster a culture of diversity and inclusion within the Carle Illinois College of Medicine.
• Champion positive inter-professional relationship bridging the college's private/public organization and missions.

Qualifications for the Office Manager

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 • Exceptional customer service skills. • Excellent communication (written and verbal) and interpersonal and organizational skills, cultivating relationships with departmental, college and university offices; work effectively as a member of a team. • Effectively manage multiple priorities and deadlines by exercising independent judgment and discretion to prioritize requests from the College, University, departments or individuals to meet deadlines on a large variety of tasks. • Ability to discern the level of inquiry, priority or issue for escalation, or to seek guidance for clarification or assistance. • Ability to learn and adapt to multiple technology application platforms. • Excellent attention to detail.


Qualifications for the Office Administrator

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one of the following from the categories below:

A. Four (4) years (48 months) of work experience comparable to the third level of this series.

B. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills and Abilities • Exceptional customer service skills. • Excellent communication (written and verbal) and interpersonal and organizational skills, cultivating relationships with departmental, college and university offices; work effectively as a member of a team. • Effectively manage multiple priorities and deadlines by exercising independent judgment and discretion to prioritize requests from the College, University, departments or individuals to meet deadlines on a large variety of tasks. • Ability to discern the level of inquiry, priority or issue for escalation, or to seek guidance for clarification or assistance. • Ability to learn and adapt to multiple technology application platforms. • Excellent attention to detail.

Appointment Information

This is a 100% full-time Civil Service 3266 - Office Manager or 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after 02/10/2023. Salary is commensurate with experience.


Application Procedures & Deadline Information

Applications must be received by February 10, 2023. 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 this website will not be considered. For further information about this specific position, please contact Charisse Coleman at cjones1@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, COVID-19 vaccination requirement, 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: 1012900
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

This job has expired.