Office Manager
Edwardsville, IL Edwardsville, IL Full-time Full-time $2,881 a month $2,881 a month 2 hours ago 2 hours ago 2 hours ago Working Position Title:
Office Manager, History Department and IRIS Center Position Title:
Office Manager (15521) Occupational Area:
04 Department:
653667 - College of Arts and Sciences Job Posting Description:
Illinois Residency Requirement:
This position requires current Illinois residency to apply.
The Department of History and IRIS Center is currently seeking an Office Manager to ensure the ongoing success and operation of the department.
This role works closely with the Chair/Director of the department(s) in all areas of management and communication.
Responsibilities include maintaining extensive and confidential university paperwork for over 30 paid faculty and staff over two departments, reviewing incoming communications, determining an appropriate course of action, and responding via email, phone, and in-person with students, administrators, faculty, staff, and other units on campus within the scope of responsibility to ensure the department is excelling in its function as an academic unit.
The Office Manager keeps past/present/future course listing records, schedules use of departmental rooms for student events, departmental meetings, and usage by other units on campus, coordinates and confers with Marketing and Communications to pass on website, social media & press release information for The Alestle and The E Today, establishes and maintains textbook records for all faculty, and completes all textbook orders for departments.
Coordinates logistical arrangements for departmental academic and student-related events, including special symposia, guest speakers, regular programs/lectures, etc.
Prepares necessary materials for travel for the members of the departments.
Researches and prepares reports and other memos related to enrollment and scheduling of courses for departmental delegates.
Checks and coordinates the initial academic schedule for the departments and uploads schedule to CPI.
Checks and coordinates all academic schedule changes with CAS Deans and Academic Scheduling, provides information, communicates with and maintains records for students who are department majors, minors, and graduate students.
Coordinates management of cooperative doctoral student records and funding with SIU Carbondale.
In consultation with chair and faculty, initiates and coordinates logistics of faculty searches and all departmental hiring processes, including communication with EOA department.
This position also maintains records of unit financial state, local, and Foundation accounts (including Student Award accounts) for both departments and provides advice about requested expenditures to Chair/Directors, enters student worker payroll information for both departments, prepares and submits complicated multi-account faculty and GA contracts, prepares and submits faculty travel requests and vouchers to CAS.
Determines office supply needs and orders, uses and reconciles University P-Card for most departmental faculty and events, coordinates paperwork and maintains Academic Works program for CAS Honor's day awards.
Establishes and maintains accurate and up to date inventory records for all departmental equipment, faculty FCI computer leases, and key control, tracks and secures proper transfer of grant-related funds for travel, commodities, salaries and other expenses, coordinates with the ORP in the Graduate School to manage grant accounts in the Kuali Build and Kuali Research systems for faculty/staff in the two departments, ensures proper fiscal maintenance of all department financial records and independently reconciles them with AIS reports and Pay Certs and other accounting systems through researching issues and initiating communication with Purchasing, HR and others.
SIUE offers an exceptional array of benefits to all full-time and part-time employees (50% or more receive benefits accrued at percentage of appointment) including:
Medical, dental and vision insurance; Life insurance; SURS retirement plan; Supplemental retirement savings plans; Paid vacation and sick leave accrual; Generous holiday schedule/paid holidays; WorkLife programs; Employee Assistance Program (mental health and wellness); Employee discounts (local and national retailers); Flexible Spending Account Program; University tuition waivers (full-time receive 100% waiver of tuition) For more about our benefits and employee services, visit:
https:
//www.
siue.
edu/human-resources/benefits To Apply for this Vacancy:
This position is a Civil Service vacancy.
It closes to applicants at 11:
59 p.
m.
CST on the posting end date.
When applying through the HireTouch system, please be sure to complete ALL the 2023 forms that are attached to the job located under your Applicant Profile box (refresh browser if needed).
Applicants must submit an updated and complete Civil Service Application, which must include complete employment history.
The application is the last form in the document package.
Your application should reflect a thorough list of relevant duties and experience related to the minimum qualifications listed for this position.
Please be detailed in current and past job duties, as this is what is used in the credential assessments.
Vague notations such as clerical duties or admin duties do not allow testing to give an accurate and complete assessment, please detail duties completed while working.
While a resume may be submitted with the application, data for each employer must be listed on this application form.
(See Resume may only be used as a substitute in the section entitled Specific Duties Performed).
If the Civil Service application is incomplete you will not be considered for the position as our office will be unable to evaluate your submission to determine if you possess the required minimum qualifications.
If qualifying by education or to qualify for a required educational prerequisite, you must submit your transcripts, including those for SIUE, at the time of application.
Applicants qualifying for veteran's preference must submit a copy of form DD214 at the time of application.
For additional information, please visit:
Eligibility Criteria and Point Allocation and Proof of Eligibility.
Please submit any other licenses or certifications related to the position at the time of application.
Final candidates will be subject to a background check prior to an offer of employment.
Some positions are represented by a union and may incur union dues.
For more information, please visit the Office of Human Resources website at www.
siue.
edu/human-resources or call Civil Service Testing at 618-650-2190.
Southern Illinois University Edwardsville nurtures an open, respectful, and welcoming climate that facilitates learning and work.
SIUE is committed to education that explores the historic significance of diversity in order to understand the present and to better enable our community to engage the future.
Integral to this commitment, Southern Illinois University Edwardsville strives for a student body and a workforce that is both diverse and inclusive.
We strongly encourage candidates from historically underrepresented groups, including women, members of racially minoritized groups, and individuals with disabilities, to apply.
For more on our Statement of Diversity, visit SIUE Mission, Goals and Plans Minimum Acceptable
Qualifications:
High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.
FLSA Exemption Status:
Non-Exempt Posting Salary:
$2,880.
89 monthly Location:
SIU Edwardsville Main Campus Work Week:
M-F Shift Hours:
8:
30 am - 4:
30 pm Posting Start Date:
07/03/2023 Posting End Date:
07/18/2023.
Estimated Salary: $20 to $28 per hour based on qualifications.
Office Manager, History Department and IRIS Center Position Title:
Office Manager (15521) Occupational Area:
04 Department:
653667 - College of Arts and Sciences Job Posting Description:
Illinois Residency Requirement:
This position requires current Illinois residency to apply.
The Department of History and IRIS Center is currently seeking an Office Manager to ensure the ongoing success and operation of the department.
This role works closely with the Chair/Director of the department(s) in all areas of management and communication.
Responsibilities include maintaining extensive and confidential university paperwork for over 30 paid faculty and staff over two departments, reviewing incoming communications, determining an appropriate course of action, and responding via email, phone, and in-person with students, administrators, faculty, staff, and other units on campus within the scope of responsibility to ensure the department is excelling in its function as an academic unit.
The Office Manager keeps past/present/future course listing records, schedules use of departmental rooms for student events, departmental meetings, and usage by other units on campus, coordinates and confers with Marketing and Communications to pass on website, social media & press release information for The Alestle and The E Today, establishes and maintains textbook records for all faculty, and completes all textbook orders for departments.
Coordinates logistical arrangements for departmental academic and student-related events, including special symposia, guest speakers, regular programs/lectures, etc.
Prepares necessary materials for travel for the members of the departments.
Researches and prepares reports and other memos related to enrollment and scheduling of courses for departmental delegates.
Checks and coordinates the initial academic schedule for the departments and uploads schedule to CPI.
Checks and coordinates all academic schedule changes with CAS Deans and Academic Scheduling, provides information, communicates with and maintains records for students who are department majors, minors, and graduate students.
Coordinates management of cooperative doctoral student records and funding with SIU Carbondale.
In consultation with chair and faculty, initiates and coordinates logistics of faculty searches and all departmental hiring processes, including communication with EOA department.
This position also maintains records of unit financial state, local, and Foundation accounts (including Student Award accounts) for both departments and provides advice about requested expenditures to Chair/Directors, enters student worker payroll information for both departments, prepares and submits complicated multi-account faculty and GA contracts, prepares and submits faculty travel requests and vouchers to CAS.
Determines office supply needs and orders, uses and reconciles University P-Card for most departmental faculty and events, coordinates paperwork and maintains Academic Works program for CAS Honor's day awards.
Establishes and maintains accurate and up to date inventory records for all departmental equipment, faculty FCI computer leases, and key control, tracks and secures proper transfer of grant-related funds for travel, commodities, salaries and other expenses, coordinates with the ORP in the Graduate School to manage grant accounts in the Kuali Build and Kuali Research systems for faculty/staff in the two departments, ensures proper fiscal maintenance of all department financial records and independently reconciles them with AIS reports and Pay Certs and other accounting systems through researching issues and initiating communication with Purchasing, HR and others.
SIUE offers an exceptional array of benefits to all full-time and part-time employees (50% or more receive benefits accrued at percentage of appointment) including:
Medical, dental and vision insurance; Life insurance; SURS retirement plan; Supplemental retirement savings plans; Paid vacation and sick leave accrual; Generous holiday schedule/paid holidays; WorkLife programs; Employee Assistance Program (mental health and wellness); Employee discounts (local and national retailers); Flexible Spending Account Program; University tuition waivers (full-time receive 100% waiver of tuition) For more about our benefits and employee services, visit:
https:
//www.
siue.
edu/human-resources/benefits To Apply for this Vacancy:
This position is a Civil Service vacancy.
It closes to applicants at 11:
59 p.
m.
CST on the posting end date.
When applying through the HireTouch system, please be sure to complete ALL the 2023 forms that are attached to the job located under your Applicant Profile box (refresh browser if needed).
Applicants must submit an updated and complete Civil Service Application, which must include complete employment history.
The application is the last form in the document package.
Your application should reflect a thorough list of relevant duties and experience related to the minimum qualifications listed for this position.
Please be detailed in current and past job duties, as this is what is used in the credential assessments.
Vague notations such as clerical duties or admin duties do not allow testing to give an accurate and complete assessment, please detail duties completed while working.
While a resume may be submitted with the application, data for each employer must be listed on this application form.
(See Resume may only be used as a substitute in the section entitled Specific Duties Performed).
If the Civil Service application is incomplete you will not be considered for the position as our office will be unable to evaluate your submission to determine if you possess the required minimum qualifications.
If qualifying by education or to qualify for a required educational prerequisite, you must submit your transcripts, including those for SIUE, at the time of application.
Applicants qualifying for veteran's preference must submit a copy of form DD214 at the time of application.
For additional information, please visit:
Eligibility Criteria and Point Allocation and Proof of Eligibility.
Please submit any other licenses or certifications related to the position at the time of application.
Final candidates will be subject to a background check prior to an offer of employment.
Some positions are represented by a union and may incur union dues.
For more information, please visit the Office of Human Resources website at www.
siue.
edu/human-resources or call Civil Service Testing at 618-650-2190.
Southern Illinois University Edwardsville nurtures an open, respectful, and welcoming climate that facilitates learning and work.
SIUE is committed to education that explores the historic significance of diversity in order to understand the present and to better enable our community to engage the future.
Integral to this commitment, Southern Illinois University Edwardsville strives for a student body and a workforce that is both diverse and inclusive.
We strongly encourage candidates from historically underrepresented groups, including women, members of racially minoritized groups, and individuals with disabilities, to apply.
For more on our Statement of Diversity, visit SIUE Mission, Goals and Plans Minimum Acceptable
Qualifications:
High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.
FLSA Exemption Status:
Non-Exempt Posting Salary:
$2,880.
89 monthly Location:
SIU Edwardsville Main Campus Work Week:
M-F Shift Hours:
8:
30 am - 4:
30 pm Posting Start Date:
07/03/2023 Posting End Date:
07/18/2023.
Estimated Salary: $20 to $28 per hour based on qualifications.
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