Job Location : Urbana,IL, USA
This job was posted by : For more information, please see: Office Manager College of Agricultural, Consumer and Environmental Sciences, Human Resources University of Illinois Urbana Champaign Job Summary As a vital member of the College Human Resources team, this position manages and coordinates a variety of activities and provides essential administrative support, ensuring high-quality customer service. Reporting directly to the Executive Director of College Human Resources, this role handles sensitive and confidential personnel information daily. This position will: - Serve as the first point of contact for the office. - Provide comprehensive administrative support. - Maintain discretion and exercise good judgment due to the confidential nature of the role. ACES Human Resources has a legacy of providing effective and efficient client services while creating robust opportunities for promotional growth and development. The successful candidate would participate in a comprehensive onboarding strategy led by professionals that have performed the type of work that this position will be responsible for. Individuals that have been successful in this position have leveraged this experience to advance their career in human resources. Duties & Responsibilities General Office Support: Serve as first point of contact for the office, in person and electronically. Research as requested and reports information which requires the evaluation of sources or the application of regulations and procedures to appropriately respond to visitor inquires. Establishes and maintains the confidential records and files of the complex College personnel filing system. Manage the mail, supply upkeep, and on-campus errands, as needed. Responds to items within the scope of responsibility. Responsible for updating internal job aids, training and intranet documents based on direction from staff. Independently devise forms, compose letters and compile reports from general instruction. Assists in the creation of publications for internal and external audiences in various formats such as Microsoft Word and Excel. Supervise student employees. Attends meetings as a delegate for the designated member(s) of the unit staff when requested. Human Resources Administrative Support: Coordinates logistical arrangements for searches and communicates with candidates to manage travel arrangements. Responsible for ensuring electronic search documentation is complete. This may entail accessing the information in the applicant tracking system to obtain the final approved documentation. Complete I-9s for new employees. Start background checks and the CANTS check. Submit job descriptions (JDX and my.ACES). Research and respond to inquiries providing basic payroll policy information as necessary. Assist with FMLA tracking providing updates to staff as needed. Purchasing : Process procurement (P-Card) purchases related to employment advertisements and UPS package shipments for visa processing; reconcile the charges upon receipt. Complete P-Card logs and send the necessary documentation for reconciliation purposes. Process earnings transfers, pay adjustments and journal vouchers in BANNER as directed by staff as necessary. Complete purchases in iBuy for office supplies, paper, etc. work closely with the Business on reconciliation or charges as needed, establishes and maintains inventory records, conducting periodic checks for inventory control purposes. Process TEM (T-Card) purchases related to travel associated with office needs. Compliance Tracking : Primary point of contact to track completion of performance reviews and trainings for the entire college (ANCRA, Ethics, Title IV, etc.) and update staff members as necessary for follow-up. Oth r duties as assigned. Additional Physical Demands This position works in an administrative suite with consistent distraction of phones, inter-office communications and visitors. There is no unusual physical requirement other than the normal lifting of office supplies. 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 Knowledge of personal computers and software packages such as Microsoft Word, Excel, Outlook e-mail, BANNER and other University financial programs. Ability to operate Microsoft Excel, Word Teams, Outlook Exchange, T-Card System (TEM), P-Card System (Procurement). Knowledge of accepted office and personnel management procedures. Flexible, multi-task capable, and willing to engage in the necessary staff development to develop and maintain necessary personal and technical skills. Ability to wor