Office Manager, Office of Undergraduate Academic Affairs - College of Fine & Applied Arts

Duties Responsibilities Daily Office Support Provides clerical and administrative support to the Undergraduate Academic Affairs Deans, Directors, Associate/Assistant Directors Responsible for the day-to-day operation of the office, including managing the physical space and maintaining an awareness of all staff schedules Prepares large office mailings, including scholarship letters, Graduation letters, Dean’s List Certificates, and other items as needed. Manages the calendars of the office to arrange meetings. Monitors all incoming mail and email, drafting responses on behalf of the deans or responding on their behalf as directed, and keeping them informed of daily messages and events. Academic and Student Support Serve as backup to the Admissions Records Officer and assists with processing forms, scanning, and uploading documents, and removing holds, and all other procedures in Banner, including graduation certification as needed. Maintain communication updates for Irregular Attendance form and conduct initial phone outreach to students of concern to directly schedule meetings with Director and Associate Dean and make additional referrals as necessary. Work with FAA instructors and the Associate Dean to develop the schedule of FAA courses each term. Coordinate messages to FAA instructors regarding textbooks, course fees, final exams. Manage FAA course override approvals. Work with the office of the registrar to obtain general assignment classrooms and support instructors to identify non-general assignment classrooms when needed. Provides support for FAA courses, including FAA 101 and some FAA 199 courses. Support for international and study abroad programs. Send and manage recurring communications to study abroad students. Monitor and triage the faa-abroad@illinois.edu inbox. Coordinate and track student study abroad course articulation submissions and manage ongoing projects related to international credit and transcript software system. Collect, download, and organize student application and compliance documents for faculty-led study abroad programs. Process study abroad student billing across multiple accounts. Provide additional international programs administrative support as needed (printing documents, ordering supplies, P/T card transactions, event support, etc.). Finances and Scholarships Initiate and process financial transactions, including vendor setup, honorarium payments, and purchase order creation, ensuring documentation complies with university procurement policies and timelines. Provide support for managing scholarships and grant funds in the Office, including corresponding with recipients, mailings, and entering information into DAWS. Provide support for special programming, including purchases, correspondence, and database management. Attends meetings and trainings sessions related to College and to serve as a backup for accounting related duties. Student Employment and Staff Engagement Assists with the hiring of undergraduates who assist in the FAA 101 course and reviews and acknowledges their timesheets. Assist with organizing the training and hiring of graduate and student staff in the office; on a seasonal basis may supervise a student employee. Coordinate two 2 Staff Spirit Committee meetings each semester to help prepare for office special events and celebrations of staff. Provides support for FAA Career Services, including updating employers in Handshake.