Office Manager

Job no: 517800 Work type: On Campus Location: Normal, Illinois Title: Office Manager Division Name: Student Affairs Department: Student Counseling Services Job Summary Under the supervision of the Office Administrator, perform clerical duties requiring discretion and independent judgment to facilitate the smooth and efficient administration of Student Counseling Services.
This position will maintain electronic files of information regarding current and past clients of the agency.
Staff members as well as doctoral externs and interns depend on incumbent for the organization and knowledge of all these files.
Provides support for the Associate Directors of the department.
Manages departmental website.
Orders business cards, office supplies and other items for the department.
Assists with departmental inventory.
Serves as administrative support for search processes and search committees (includes arranging for all candidate travel and accommodations, tracking and compiling written feedback on candidate applications and interview, and creating and mailing packets of SCS/ISU/B/N information to finalists).
Serves as a member of the Clinical Services Team: tracking client assignments and terminations and recording changes in client files, scanning documentation into client files, and assisting with coordination of client information with the Student Health Services as appropriate.
Assists with the online screening instruments, including generating and sharing reports about screening tool usage statistics.
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Serves as the Programs Tabling Coordinator, including scheduling staff to sit at the tables, maintaining table materials and replenishing/organizing the tabling materials tote, tablecloth, and hand carts, and communicating with tabling event sponsors about SCS involvement in the events.
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Takes staff meeting minutes as an alternate to the Office Support Specialist.
Backs up the Office Support Specialist who is responsible for greeting, receiving, and checking in all clients and guests as well as answering/screening department telephone calls.
Assists Office Support specialist in doing all room scheduling for SSB meeting spaces and meeting spaces across campus as needed.
Commitment to diversity, equity, and belonging, and active participation in departmental DEI initiatives.
Salary Rate / Pay Rate $18.
50 - $19.
15/hour Required Qualifications 1.
High school graduation or equivalent.
2.
Twenty-four (24) months of work experience comparable to the third level of this series.
This work includes performing a wide variety of office support tasks, which require the use of judgment and initiative and the ability to operate computer systems, using word processing, database, and software packages.
Knowledge of the organization, programs, practices, and procedures of a department/unit is central to the performance of the duties.
Preferred Qualifications 1.
Working knowledge of office support and routine office practices and procedures 2.
Ability to keyboard accurately at a rate of 40 net w.
p.
m.
3.
Thorough knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting 4.
Skill in oral and written communication 5.
Ability to operate standard office equipment such as document production and reprographic equipment 6.
Ability to utilize various software packages 7.
Ability to train and review the work of others 8.
The successful candidate will have excellent clerical, computer, organizational, time management, communication and people skills.
9.
Must maintain knowledge of SCS and University procedures, as well as State and Federal confidentiality laws.
Work Hours Monday - Friday; hours may vary between 7:45 a.
m.
- 4:45 p.
m.
(37.
5 hour work week) 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 January 2024 Required Applicant Documents Resume Please Note: These documents are required to be submitted online in order to complete the application process.
Please have these documents ready prior 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 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.
Transcripts (may be unofficial) must be submitted by the deadline date in order to receive full consideration on the exam.
Transcripts may be uploaded with the application or by one of the options listed below.
In order to be eligible for Veteran's Preference points on the exam, appropriate military service documentation, such as a DD-214 must be faxed, mailed or delivered to Human Resources by the deadline date 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 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.
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.
Application Opened: 11/29/2023 06:00 PM CST Application Closes: 12/13/2023 11:55 PM CST