Office Manager - Industrial & Enterprise Systems Engineering

Office Manager – Academic Affairs Office Department of Industrial and Enterprise Systems Engineering (ISE) The Grainger College of Engineering University of Illinois Urbana-Champaign

The department of Industrial and Enterprise Systems Engineering in The Grainger College of Engineering seeks applicants for an Office Manager position. This position will support and manage the activities within the Academic Affairs Office in the Department of Industrial & Enterprise Systems Engineering Graduate Studies (ISE GS) Professional and Online Education offices (POE), and Master’s Programs Offices.

Manage the academic and event functions of the ISE Graduate Programs Office

• Serve as the office’s front line and traffic manager for student, faculty, and public interaction; using in depth knowledge of programs, independently addressing routine and non-routine student questions, including answering phone calls and responding to walk-in traffic; direct individuals to appropriate resources as needed.
• Manage related group email accounts by addressing routine and non-routine questions using in-depth knowledge of the programs and the department.
• Assist with preparation, coordinate and attend graduate level events as needed.
• Maintain confidential student records and related systems.
• Conduct necessary and related document reviews for the department, faculty, and students. Follow up with students as necessary.
• Obtain data and create admissions reports as requested for graduate committee review. Work in Admissions database to update student records as needed.
• Communicate with faculty regarding deadlines and other academic related activities.
• Based on direction from staff and using in-depth departmental knowledge, update documentation and notify all relevant parties of policy/procedural changes related to ISE degrees.
• Collaborate with other ISE Academic Programs Staff and faculty for preparation of classrooms, final exam schedules and special events.

Manage the fiscal functions of the ISE Graduate Programs Office

• Maintain operational role related to using the P-Card and T
  - Card (Cardholder).
• Plan and assist logistics for Graduate Seminar Series. Assist as needed throughout the series. Including travel arrangements, hotel arrangements and itineraries
• Provide clerical support including oversight and communication of financial transactions.

Assist in planning for graduate student registration and class schedule

• Utilize Banner as able for student schedules and records, instruction forms, checklists for faculty, and semester elective listings.
• Using resources available such as the class planning system in my.ise, monitor and provide updates on enrollment information to the ISE GS/POE office and departmental leadership, as requested.
• Instruct and direct faculty regarding grade entry and faculty grade correction.

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

• Strong organizational work skills, defining tasks, prioritizing assignments, and following through on all projects independently.
• Possesses superior communication and presentation skills and the ability to foster positive relations with multiple constituencies.
• Have a student-centered philosophy and the ability to work with a student population
• Strong customer focus required - ability to listen attentively, understand and respond positively.
• High proficiency with web-based resources, spreadsheet and presentation software (Microsoft & Adobe applications), social media (Linked In, Facebook, etc.) and University applications (Banner, Grad Apps, Slate, TEM, Webtools, iBuy, Astra).
• Ability to work under pressure, with the flexibly to respond to changing priorities and fluctuating workloads.
• Strong problem-solving skills to be able to complete difficult tasks. Careful focus, attention to accuracy and detail are essential. Ability to see all tasks through to a timely resolution.
• Ability to exercise judgment and provide comprehensive documentation.
• Understand when to elevate issues as necessary and collaborate with the…