Office Manager - Employee Services, University Housing

Office Manager - Employee Services, University Housing
University Housing - Business Services
University Housing provides an essential element of the Illinois experience, with hundreds of employees across seven units working together to build and maintain safe, healthy and welcoming homes for our residents. We value the many diverse voices, opinions, experiences and identities of the Illinois community, and our commitment to diversity, equity and inclusion is woven into each of our interactions, programs and decisions.

Business services keeps University Housing running smoothly. Staff work on payroll, budget planning, accounting, purchasing, labor relations, policy interpretation, labor contract administration, project management and more. Employees within business services manage the entire life cycle of an employee including hiring, onboarding and the exit process.

Job SummaryUnder general supervision, provides administrative support to the University Housing Employee Services unit that requires the use of judgment and initiative, and the ability to operate computer systems utilizing various office software packages. Knowledge of the Housing unit, and applicable programs, practices and procedures is central to the performance of duties. All University Housing staff will foster a respectful, inclusive, and collaborative work environment within University Housing. Supervisors will engage in and implement University Housing's inclusion, culture and climate initiatives.
Duties & Responsibilities

Human Resources Administrative Support:

• Manages the Human Resources e-mail inbox by responding or forwarding e-mail to the appropriate staff member.
• Coordinates the new employee onboarding program including assisting new employees with UI New Hire System and completing I-9 Employment Eligibility forms in Tracker I-9.
• Processes background checks for new student employees and other individuals as needed for University Housing.
• Submits requests for new and replacement Housing ID badges.
• Receives, tracks, processes and forwards documentation related to probationary periods, performance evaluations and exit interviews as appropriate.
• Supervises the maintenance of University Housing personnel files including overseeing the record retention of terminated employee files.
• Assists with planning, organizing, and coordinating events and training programs.

Office Administration:

• Provides administrative support and maintains the calendar for the Associate Director, along with the operational calendars associated with staff and stakeholder meetings.
• Serves as the receptionist for Housing Employee Services and directs and coordinates office support functions.
• Supervises the maintenance of comprehensive files and records systems for Employee Services, which includes confidential materials.
• Facilitates the collection, organization, and documentation of unit and office policy and procedures.
• Assists with purchasing operational and office supplies while adhering to university guidelines.
• Maintains records of unit fiscal transactions, including I-Buy, purchasing-card, departmental-card, travel-card expenditures for Employee Services involving a variety of accounts and provides advice regarding the appropriateness of requested expenditures.
• Coordinates logistical arrangements for unit projects and meetings; keyboards and transcribes meeting minutes.
• Assists with projects by conducting research, interpreting and organizing information.
• Composes, edits and proofs correspondence and reports.
• Provides administrative support for searches as needed.

Student Employee Supervision:

• Processes student position information and vacancies in the Housing Employment System (HES) to recruit and hire student employees for Housing Employee Services.
• Coordinates student work schedules and assigns duties and projects.
• Trains, supervises and evaluates student employees.
• Approves student employees timesheets.

Performs other duties as assigned.

Physical Demands and Working Conditions

The work is performed in an office setting. Light lifting may be required.

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 administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Skill in communicating effectively as appropriate for the needs of the audience.
• Ability to maintain confidentiality.
• Ability to provide customer service to a broad range of clients.
• Skill with managing and working on multiple tasks in a fast-paced environment with frequent interruptions.
• Ability to work both independently and collaboratively.
• Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Appointment Information

This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Manager classification is $46,975.50 ($24.09/hour).

Work Schedule

Monday - Friday, 8:00 AM - 4:30 PM or 8:30 AM - 5:00 PM. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy

Sponsorship for work authorization is not
available for this position.

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 June 22, 2026. 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 this position. Applications not submitted through https://jobs.illinois.edu will not be considered.

Candidate Documents

When submitting your application, please submit a resume and names/contact information for three professional
references.

If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact University Housing Human Resources at careers@housing.illinois.edu. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Learn about Champaign-Urbana, our campus and the community we hope you choose to live and work in. For more information regarding employment at University Housing, please visit our recruitment website at University Housing Recruitment.

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1036665

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu