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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12193584 Office Manager - Office of Undergraduate Admissions

University of Illinois Urbana-Champaign

Job Summary

This position manages the electronic transcripts inbox, serves as the back-up to the Admissions Records Management (ARM) Coordinator with multiple/mismerged record issues, processes application fee waivers and biographical information change forms, and merges, prints and sends admissions-related letters and packets. This position is also responsible for the receipt of applicant materials in both paper and electronic formats, entry of data into admissions workflow and maintenance and retention of applicant information utilizing multiple computer programs.

Duties & Responsibilities -

Operational:

• Serve as the back-up to the Senior Coordinator as the contact for OUA in regard to admissions records management
• Responsible for monitoring and replying to transcript inbox including verifying and downloading electronic transcripts
• Upload electronic files to OUA iAdmit system, match data to applicant record and update checklist items as needed
• Responsible for prepping and scanning materials, image quality control, routing of flagged materials and saving data to appropriate work folders
• Manage assigned worklists of unmatched applicant materials in iAdmit
• Responsible for processing application fee waivers
• Merge, print and send admissions-related letters and packets on a daily basis, including 1-2 large batches per year
• Assist preparing outbound mailings as needed
• Cross trains on all duties and functions of the ARM unit to assist in backing up staff during absences and periods of high volume
• Provide general office support for the Senior Associate Director; may include arrange meetings, assist with processing calendars, coordinate room reservations. Other special projects as assigned by the Senior ARM Coordinator and/or Senior Associate Director.

Data Management:

• Responsible for all archive related file repair and audits
• Update applicant biographic data
• Help identify and report atypical errors and mis-merged records to supervisor
• Serve as backup to correct duplicate, mis-merged and suspended records in recruitment & admissions systems, including myIllini, Slate and Banner
• Assist in developing and working error reports to resolve duplicate and mis-merged records
• Work with Data Services unit to problem solve issues
• Contact applicants when necessary to assist with resolving records issues

Additional Physical Demands

This position supports a unit that processes thousands of undergraduate applications annually and must adhere to firm deadlines set by the campus and department.

Required Qualifications -

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

Knowledge, Skills and Abilities -

• Positive attitude; friendly and cooperative disposition; willing to work in and contribute to a supportive team atmosphere.
• Professional, friendly, patient phone and email etiquette.
• A demonstrated record of reliable daily attendance and consistent attentiveness to office responsibilities during work hours.
• Ability to multi-task, complete repetitive tasks, and pay close attention to detail.
• Ability to prioritize and work accurately with frequent interruptions.
• Flexibility in learning multiple, detailed tasks.
• Ability to work within time constraints and remain calm under pressure.
• Working knowledge of basic grammatical rules and spelling.
• Willingness to ask questions when necessary.
• Possession of good organizational skills. Knowledge of database and word processing packages, particularly Microsoft Word and Excel.
• Ability to operate general office equipment, including printers, copiers, and scanners.
• Experience with UIUC systems such as Banner, U.achieve/Slate, etc. is desirable.

Appointment Information

This is a 100% full-time Civil Service 3266 - Office Manager position. The expected start date is as soon as possible after the close of the search. The collective bargaining agreement sets a wage of \$22.701/hour. Work authorization sponsorship is not available for this position.

Employees hired into this position will be expected to work on-site at the University of Illinois Urbana-Champaign campus on a full-time basis (37.5 hours/week), 8:30 a.m. - 5:00 p.m., Monday - Friday.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on September 17, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for t