Office Administrator 50% (Contract) - Illinois Natural History Survey
Great Rivers Field Station
Prairie Research Institute
The Illinois Natural History Survey is seeking an Office Administrator to provide administrative support for the business operations and staff at the Great Rivers Field Station (GRFS). This Office Administrator position is a 50%-time, benefits eligible, Civil Service position located in Alton, Illinois. The work schedule of this position is flexible and will be determined by the needs of the Great Rivers Field Station and the Illinois Natural History Survey (Work schedule will consist of 18.75 hours per week, 12 months per year). The minimum salary for this position is $22.825 per hour. The expected start date is as soon as possible after January 3, 2023.
Duties & Responsibilities
- Grant fund accounting and finance tracking. Maintain expenditure records and reconcile monthly with university financial statements.
- Provide information for financial projections and scenarios.
- At the end of each grant, perform closeout procedures utilizing appropriate University forms.
- Prepare proposal and grant forms, review of PI proposal packets and budget and submission.
- Process appropriate forms for purchases and accounts payables. Prepare and process iBuy orders and journal vouchers.
- Purchase agent for all major equipment and inventory for the GRFS.
- Reconcile and process mileage logs and work with GRFS staff to coordinate regular maintenance and upkeep of field station vehicles.
- Administer PRIDE duties and utilize Chrome River for travel and purchasing.
- P-Card administrator duties, including approving staff P-Cards in Chrome River.
- T-Card administrator duties, including reviewing and approving T-Card transactions and expense reports.
- Advise station director on staff appointments, including salary recommendation breakdown on grant funds.
- Process and pay monthly field station operating expenses utilizing a P-Card, iBuy, or PO process.
- Assist with new staff searches, including posting advertisements.
- Utilize the PRIDE system for staff planning, appointment changes, and process HRTs.
- Verify employment eligibility through the online I-9 system.
- Prepare and submit travel plans for regular and frequent travel.
- Prepare and process earnings transfers.
- Work closely with support staff at the Survey, PRI, and UIUC.
- Manage travel and meeting arrangements, e.g. hotel and meal reservations, travel requests, vehicle reservations, and conference registrations.
- Attend necessary trainings and support staff meetings.
- Perform other duties as needed in order to further the mission and goals of the Survey, PRI, and the University of Illinois.
- Keep abreast of developments in this discipline.
Additional Physical Demands
The work of this position takes place in an office setting. The work is sedentary and involves sitting for extended periods of time working at a computer, using a keyboard and mouse, and using repetitive hand motions for data entry.
Minimum Qualifications
High school diploma or equivalent. Any one of the following: Four (4) years (48 months) of work experience comparable to the level of Office Support Specialist or Two (2) years (24) months of work experience comparable to the level of Office Manager. Levels can be viewed here: https://www.sucss.illinois.gov/pages/classspec/ViewSeries.aspx?tblCS_SeriesID=8
Knowledge, Skills, and Abilities
Extensive knowledge of general office organization, programs, policies, and procedures of the unit and the institution and the ability to operate computer systems, using word processing, database and software packages. Skilled in oral and written communication. Ability to analyze and develop office guidelines, procedures, and systems and to select and develop appropriate criteria, methods and procedures to be utilized in order to solve problems and organize complex statistical and narrative records and reports. Ability to work independently. Effective communication, personal relations, collaboration, organizational, teamwork, and leadership skills. Demonstrated ability to perform effectively in a diverse and fast-paced work environment consisting of multiple and changing priorities with stringent deadlines, under minimal supervision. Attention to detail, sound judgment, and strong conflict resolution skills.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on January 5, 2023. Apply for this position here: https://illinois.csod.com/ux/ats/careersite/1/home/requisition/1807?c=illinois using the Apply Now button at the top or bottom of this posting. To be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. Application materials must include a 1) cover letter that clearly outlines your qualifications and experience as it relates to this position, 2) a resume, and 3) names and contact information (including email addresses) for three professional references. Incomplete applications will not be considered. For further information about this specific position, please contact Amber Hall at amberh@illinois.edu or by phone at 217-300-4080. For questions regarding the application process, please contact 217-333-2137.
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, COVID-19 vaccination requirement, 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 Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.
