Office Manager

Office of Enrollment Management The University of Illinois Urbana‑Champaign is seeking a highly organized, proactive Office Manager to support the Office of Enrollment Management’s senior leadership team. In this pivotal role, you will serve as a central hub of coordination and collaboration, providing high‑level administrative support to the Associate Provost for Enrollment Management and key unit directors across admissions, registrar services, marketing and communications, data analysis, and student financial aid. Job Summary Provides administrative support for the Associate Provost and the Enrollment Management unit directors and their operations. This includes general office support to the Associate Provost, the Registrar, the Executive Director of Undergraduate Admissions, the Director of EM Marketing, Communications, and Strategic Initiatives, the Director of EM Data Analysis and System Services, and their teams. The position also assists the Executive Director of Student Financial Aid, the Director of Principal's Scholars Program, and the Assistant Director of Business Operations as needed. Duties And Responsibilities Works with the Associate Provost, Assistant Director of Business Operations, EM unit directors and staff to ensure that all purchases and business functions within the EM units are created, processed and reconciled in a timely manner. This includes the creation and processing of transactions in Banner, P‑Card, T‑Card, i‑Buy, Emburse Enterprise, and other business systems, including My‑UI‑Financials. Serves as a back‑up approver of expense reports when the Assistant Director of Business Operations is on vacation. Manages the calendars for the Associate Provost and the Enrollment Management unit directors, assists with high‑level correspondence, safeguards confidential information, independently answers correspondence, and completes special projects as needed. Answers the Enrollment Management main phone line, using judgment to best address questions and concerns, and forwards calls as appropriate. Greets visitors to the EM management suite. Gathers, reviews, prioritizes and disseminates the mail for the Associate Provost and EM unit directors. May answer mailed requests for data and historical information. Composes letters and email on behalf of the Associate Provost of unit directors upon their request, and edits documents as requested. Assists the Assistant Director of Business Operations with annual requisition renewals and contracts for EM units; property accounting duties including updating records in FABweb, completing biennial inventory, surplus property; and Pinnacle requests. Schedules internal and external meetings which may include campus level committees, campus administrators, senior department staff, and other personnel. This may include creating and disseminating agendas and taking minutes to be shared with unit directors. Plans and organizes events to host external and internal stakeholders as necessary which can involve meeting space rental, ordering catering, sending invitations, creating presentations, etc. Completes project assignments which may entail research, gathering data, preparing presentations, etc. under strict deadlines. Answers requests for information from the chancellor, provost, and college deans in support of the Enrollment Management unit directors. These requests may require safeguarding and appropriate handling of confidential information. Also, manages the Race/Ethnicity approval process and acknowledgement forms. Makes travel arrangements for the Enrollment Management unit directors and staff which may involve a complex itinerary. Also assists with travel arrangements for other staff as needed, including the processing of payments and reimbursements. Manages the onboarding process for new employees in EM units. Schedules initial training meetings and ensures staff has adequate equipment/resources to perform their functions (supplies, Pinnacle, door swipe access, keys if needed, etc.). Also manages exit process for staff who are leaving EM units. Schedules exit interviews, ensures equipment/keys are returned, and other logistical duties. Point of contact for building maintenance issues and submission of work orders as necessary. Works with the Director of Enrollment Management Data Analysis and Systems to ensure that the security access audit is performed at least annually, and that all Enrollment Management employees have the proper training certifications and forms on file necessary to maintain their security access. May be asked to serve as a USC (Unit Security Contact) for security access requests for EM staff. Corresponds with F&S to help in the completion of R&R & ECIP projects in OAR. Manages building swipe card access requests & audits current access to ensure only authorized personnel have swipe entry access. Manages building key inventory, disseminating keys to new personnel as necessary and ensuring that exiting personnel have returned keys during the exit process. Acts as the public safety liaison for the OAR building and updates the building emergency action plan annually or as necessary as dictated by changes in the units and provides Public Safety with an updated version. Handle ongoing support functions within the office: Updates the org chart and phone lists as changes occur in the units. Maintains office supplies and makes purchases as needed. Manages EM & OR Xerox Copiers part orders and service requests with RK Dixon and CDS. Manages building’s conference room calendars and schedule. Manages physical and electronic confidential and historical documents for Enrollment Management units. Manages the employee emergency contact form and enters info into an Excel spreadsheet or Webtools form so that it can be accessed and utilized. Manages the Campus Charitable Fund Drive for OAR. Minimum Qualifications High school diploma or equivalent. Two (2) years (24 months) of work experience comparable to the third level of this series. Knowledge, Skills and Abilities Expert knowledge of the P‑Card and T‑Card guidelines, policies and procedures along with the use of the P‑Card web solutions system and the TEM (Travel & Expense Management) system. Ability to maintain the security and confidentiality of sensitive files and documents. Expert knowledge of MS Office, particularly PowerPoint, Microsoft Word and Excel. Ability to accept direction and assignments from multiple unit heads while maintaining communication with the immediate supervisor about current workload and deadlines. Reliable attendance and attentiveness. Expert typing and proofreading skills. Ability to work within time constraints and remain calm under pressure. Flexibility in learning multiple, detailed tasks. Friendly and cooperative disposition. Willingness to ask questions when necessary. Good organizational skills; ability to manage multiple priorities. Familiarity with general office equipment, including printers, copiers & fax machines. Ability to create and foster a positive work environment. 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 8/3/2026. The budgeted starting salary for this position is $46,975.50 annually. This position is not eligible for any type of sponsorship for work authorization. Applications must be received by 6:00pm (Central Time) on Thursday, July 16, 2026. For consideration as a transfer candidate, you must apply for this position through If required, transcripts or other documentation of credentials are to be provided no later than the first day of employment. Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person. This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. Equal Opportunity Employment 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 accommodation portal, or by contacting the Office for Access & Equity at View phone number on click.appcast.io, option#1, or View email address on click.appcast.io. Requisition ID 1037043 Job Category Administrative Support Apply at #J-18808-Ljbffr