Office Manager - Veterinary Teaching Hospital

Office Manager - Veterinary Teaching Hospital

Job Summary

Under the direction of the Associate Hospital Director, this position coordinates the day-to-day operations of the VTH administrative office and provides specialized administrative support to VTH leadership. The Office Manager maintains a consistent, professional presence in the office during regular business hours; responds to routine inquiries; supports scheduling, meetings, records, and correspondence; and assists with gift fund documentation and routing.

Front Office and Daily Operations

• Maintain a consistent in-person presence in the VTH administrative office during regular business hours and serve as a welcoming, professional point of contact.
• Greet visitors; answer and route telephone calls and routine inquiries; receive deliveries; and connect faculty, staff, students, clients, donors, and external guests with the appropriate VTH or College resource.
• Monitor shared office communications and calendars, distribute mail and materials, and coordinate routine service requests for the administrative office.
• Provide accurate general information while referring policy, personnel, financial, clinical, or other non-routine questions to the appropriate administrator.
• Order and maintain office supplies and coordinate routine office service requests.

Scheduling Meeting and Committee Support

• Manage VTH administrative schedules and recurring meetings, including VTH Board meetings, VTH Huddles, the annual budget meeting, Clinical Coordinators meetings, and Hospital Services Group meetings.
• Coordinate meeting dates, invitations, rooms, audiovisual or hospitality needs, agendas, packets, and other logistics; communicate schedules and instructions to participants.
• Attend designated VTH meetings, record minutes and action items, distribute approved minutes, and maintain organized meeting records.
• Assist the Budget, Planning and Culture Committee with scheduling, materials, minutes, records, and assigned follow-up.
• Provide administrative support to the Quality Improvement Committee by coordinating the tracking and review of QIC reports, supporting process improvements, compiling monthly reports for committee or Chief of Staff review, and providing the VTH with monthly updates on the number and classification of QIC submissions.

Administrative Support and Information Management

• Provide routine administrative support to the VTH Director, Chiefs of Staff, VTH Admin Team, including scheduling, correspondence, document preparation, copying, scanning, and filing.
• Maintain shared calendars, contact lists, distribution lists, office procedures, and electronic and paper records in accordance with established practices.
• Maintain the VTH Knowledge Base and policy files. Track scheduled review dates, notify policy owners when review is due, route revisions for approval, and post approved updates.
• Coordinate the receipt, completeness review, submission, routing, tracking, and record retention of bite and injury reports in accordance with established procedures.
• Maintain current VTH vehicle records, including required information, photographs, and supporting files, and follow up for routine updates as needed.
• Assist with special events and administrative projects by completing assigned tasks, tracking deadlines, and providing status updates.

Gift Funds, Purchasing and VTH Materials

• Participate in the VTH gift fund process by receiving requests, checking submissions for required information, organizing supporting documentation, and routing materials to the designated approver.
• Track the status of gift fund requests, maintain orderly records, communicate routine process updates, and follow up for missing documentation as directed.
• Assist with approved purchases, reimbursements, requisitions, and related recordkeeping within assigned authority and established University and College procedures.
• Order and manage VTH-branded merchandise, including approved purchases, inventory, distribution, and related records.
• Maintain confidentiality of financial, donor, personnel, and operational information.

Human Resources and Onboarding Coordination

• Serve as the VTH administrative point of contact for Service in Excess (SIE) matters; provide routine process information, collect and route documents, track status, and refer employment or payroll decisions to the appropriate Human Resources representative.
• Serve as the VTH onboarding resource for new employees by coordinating established checklists, schedules, access and orientation materials; connecting new employees with the appropriate contacts; and confirming completion of assigned onboarding steps.
• Maintain onboarding and Service in Excess records and follow up on outstanding routine requirements while protecting confidential information.

Other Duties

• Perform other related duties as assigned.

Physical Demands and Working Conditions

Persons allergic to animal dander, hay, or straw may experience discomfort due to the office location.

Minimum Qualifications

High school diploma or equivalent. Two (2) years (24 months) of work experience comparable to the third level of this series. You can view these details on the Office Support Series class specifications page on the SUCSS website here:

Preferred Qualifications

Experience providing office support in a veterinary, health care, university, or similarly complex service environment. Experience processing financial documents or gift fund requests.

Knowledge, Skills and Abilities

• Knowledge of standard office practices, records management, business correspondence, spelling, grammar, and document formatting.
• Strong interpersonal and customer-service skills, with the ability to represent the VTH administrative office professionally.
• Effective written and verbal communication skills.
• Ability to organize work, manage multiple routine priorities, meet deadlines, and remain effective during frequent interruptions.
• Ability to follow established procedures, recognize questions that require referral, and maintain confidentiality.
• Proficiency with common office software, shared calendars, electronic records, and web-based administrative systems.
• Ability to work independently on assigned tasks and cooperatively with faculty, staff, students, clients, donors, and visitors.

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. The collective bargaining agreement sets a wage of $24.572 per hour. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. This position is not eligible for any type of sponsorship for work authorization. For more information on Civil Service classifications, please visit the SUCSS web site at .

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.

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 .

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next . Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

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