New

Office Manager -VPCFO (On Site)

University of Illinois Chicago
United States, Illinois, Chicago
Jul 11, 2025
Connect With Us APPLY NOW Office Manager -VPCFO (On Site) VP Chief Financial Officer - On-Site Posting Category:Hide Apply Now Function as an Office Manager for the Office of the VP/CFO & Comptroller. Under the general supervision of the Assistant to the VP/CFO, the Office Manager serves as the primary office support for the Office of the VP/CFO & Comptroller, support for the Assistant to the VP/CFO, and provides support to additional staff as appropriate. Serves as first point of contact appropriately directing requests on behalf of the office, the Assistant to the VP/CFO, and the VP/CFO. Coordinate responses to any requests for records under the Freedom of Information Act within mandatory guidelines. Provides assistance with office functions related to scheduling, file management, expense submissions, inventory control, and processing of confidential information related to contracts, agreements, and board items. The Office Manager meets regularly with the Assistant to the VP/CFO to review work in progress and to plan for changing needs, priorities, and duties. The Office Manager is responsible for achieving the work involved within the framework of these agreed-upon priorities and deadlines. The tasks assigned to this position are complex, involving special circumstances, variations, and exceptions, and must be done in a timely fashion. Because the Office of the VP/CFO receives many inquiries of a general nature internal and external to the University of Illinois System, this staff member will be expected to assist guests and callers if possible and, if not, to refer them to the appropriate office. Courtesy and helpfulness toward, and respect for, the other members of the OVPCFO staff are essential in establishing a positive working environment. DUTIES AND RESPONSIBILITIES Serve as the first point of contact for the Office of the VP/CFO, answering office telephone and greeting visitors in a cordial and professional manner, redirecting callers and/or take messages as necessary from university offices, faculty, staff, as well as representatives from government offices, business organizations, banks, etc. Sort, track, and distribute departmental mail. (15%) Responsible for receiving, logging, archiving, and distribution of documents that require VP/CFO's signature using discretion as most documents are confidential in nature. (15%) Responsible for maintaining electronic and paper file systems that contain confidential and sensitive information such as contracts, agreements, and other documents related to various programs, projects, and activities involving and/or related to the VP/CFO Office. (15%) Assist the Assistant to the VP/CFO with requests for their calendar and the general office schedule, serves as backup to the Assistant for the VP/CFO's calendar, and assists additional staff with scheduling as directed and based on knowledge of priorities and commitments. Serve as a backup to other VP/CFO organization units and staff maintaining some knowledge of each unit's responsibilities and how they relate to the VP/CFO's office and the university at large. (10%) Assists Assistant to the VP/CFO with preparation of travel expense reports for the VP/CFO Office. Assists with the preparation of various vendor payments and purchases, utilizing the correct T-Card or P-Card and various university programs. (10%) Assists with purchase and property accounting of university electronic equipment for the VP/CFO Office as well as completing the biennial inventory reporting of university equipment. Works closely with all staff to ensure equipment on loan is accounted for. FabWeb and EDDIE are used for updating property control. (10%) Order office consumables and maintain inventory of supplies for equipment. Accurate use of university accounting policies and procedures is required to ensure correct FOAPAL and accounting code use and compliance. Distributes items as necessary and maintains an inventory of all equipment utilized by the office and office staff. (10%) Assists with annual System Office Budget Review process, annual CFO Leadership Conference, annual CFO System Administrative Support Conference, and various other retreats and conferences throughout the year. Also serves as office coordinator for all Freedom of Information (FOIA) Requests, receiving and logging requests, distributing to appropriate parties, collecting and compiling responses into a cohesive report form, and delivering such to the campus FOIA officer within required timeframe. This includes tracking and checking progress of information gathering, assuring that all appropriate parties have responded timely, with completeness and on an informed basis. (10%) Other duties as assigned appropriate for an Office Manager to include miscellaneous administrative support duties. (5%) QUALIFICATIONS High school graduation or equivalent. Twenty-four (24) months of clerical/office support work experience comparable to that performed at the Office Support Specialist level of this series or in other positions of comparable responsibility. KNOWLEDGE SKILLS AND ABILITIES Ability to use independent and sound judgment in evaluating information and ability to communicate effectively with University departments, units, Colleges, Board of Trustee members and University Administration personnel. This position requires a high level of confidentiality. Strong communication skills and demonstrated ability to work well under pressure, and to meet stringent deadlines. Ability to handle multiple tasks with competing deadlines such as requests for information, scheduling, document management, and referring callers or visitors to appropriate offices for information if it is not available in this office. Knowledge and demonstrated use of BANNER administrative information system. Thorough understanding of the University's organizational structure. Also, this person must possess strong communication skills and display an ability to work well under pressure and to meet deadlines. Strong knowledge and demonstrated experience in Microsoft Office Suite (Word, Excel, PowerPoint & Outlook). Knowledge and demonstrated experience with university-based programs such as Emburse, iBuy, and FabWeb. Strong interpersonal skills and ability to respond to variety of requests for information and/or to refer callers and visitors to an appropriate other office for information. Because a phone call or visit to this office is often the first interaction many people have with the University of Illinois, the person in this position must be adept at always dealing with individuals in a cordial and professional manner. APPOINTMENT INFORMATION This is a 100% Full Time Civil Service Office Manager position. The expected start date is 7/22/2025. Sponsorship for work authorization is not available for this position. System Office jobs such as this one are not eligible for the Referral Program. The budgeted salary range for the position is $23.61 - 25.56. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits. APPLICATION PROCEDURE & DEADLINE INFORMATION For full consideration, please click the APPLY NOW link on this page to submit an application on the university portal accepting applications for this system office position by 6 pm on 7/22/2025. #LI-AB1 System Human Resource Services (217) 333-2600 erhr@uillinois.edu 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 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. Requests may be submitted through the reasonable accommodations portal, or by contacting the System Human Resource Services, Diversity, Equity and Inclusion at 217-333-2600, or by emailing ADAaccessibility@uillinois.edu. Requisition ID: 9000867 Job Category: Civil Service Campus Location: Urbana . Requisition ID: 9000867 Job Category: Civil Service Campus Location: Urbana APPLY NOW Looking for more University of Illinois positions? We invite you to search for positions at each of the University of Illinois' Universities and the University of Illinois System Office. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions. University of Illinois Chicago University of Illinois Springfield University of Illinois Urbana-Champaign University of Illinois Foundation Employment Notices - View Federal and State notices related to employment at the University of Illinois System. Offers of employment by the University of Illinois System may be subject to approval by the University's Board of Trustees and are made contingent upon the candidate's successful completion of any criminal background checks and other pre-employment assessments that may be required for the position being offered. Additional information regarding such pre-employment checks and assessments may be provided as applicable during the hiring process. The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer. Background checks will be performed in compliance with the Fair Credit Reporting Act. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit System Human Resource Services website. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employmsent eligibility. Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-3156281da039364b86ba57c38618bdd9