Duties & Responsibilities

Operations & Office Administration

• Ensure EJP offices are safe, tidy, and orderly, materials are properly filed, appliances and technology are in good working order, and supplies are replenished.
• Responsible for calendar management for EJP directors. This includes exercising independent judgment and initiative in determining priorities and effective utilization of time for meetings and appointments.
• Oversee EJP events scheduled in our offices, across campus, and external to campus, including coordinating event logistics and supervising delegated tasks to part-time support student employees.
• Hire and supervise student employees who are responsible for office and event support. This includes orienting them, scheduling, assigning tasks, and providing ongoing training on tasks such as copying, mailings, and processing package deliveries;
• Coordinate development of EJP’s operations, policies, and procedures, ensure that they are implemented, and revise them as necessary. Supervise creation of, maintain, and share out EJP’s manuals and training resources;
• Attend meetings and trainings as required;
• Actively participate in fostering a culture of diversity and inclusion within EJP.

Clearance Coordination - “Clearance” refers to the multiple steps involved in obtaining permission from the Illinois Department of Corrections (IDOC) for individuals and instructional materials to enter a facility.

• Serve as primary liaison between EJP and Danville Correctional Center staff with respect to all clearance matters;
• Design and execute clearance protocols so they align with EJP’s strategic objectives and programming needs;
• Respond to and expeditiously solve problems related to clearance requests and processes;
• Stay apprised of IDOC changes to clearance procedures and revise EJP procedures in a timely manner;
• Ensure efficient processing of clearance requests and associated training requirements;
• Create systems that provide supportive guidance to EJP members through the clearance process;
• Manage communication, tracking, documentation, and maintenance of systems related to clearance processes and member data management;
• In cooperation with the EJP Academic Director, regularly evaluate clearance processes and protocols for efficiency and accuracy.

Purchasing

• Make purchases for EJP. Process expense reports via Chrome River; P-Card and T-Card holder; process orders via iBuy;
• In consultation with the Business Manager, verify the appropriateness of funding sources, available balance, and ensure expense reports are completed accurately per university policies and procedures;
• Serve as the travel arranger/coordinator for EJP. This requires communication with vendors on travel arrangements and reconciling charges by submitting expense reports;
• Supervise student employees and interns whose tasks are related to purchasing, clearance, and member management functions.

Physical Demands

• Stairs: occasionally
• Lifting/Carrying: occasionally

Additional Physical Demands

Ideally, this position will be able to visit Danville Correctional Center regularly to support building professional relationships with relevant Correctional Center staff. The EJP classrooms are located on the second floor of the Danville Correctional Center and there is no elevator access.

Minimum Qualifications

1. High school diploma or equivalent.

2. Two (2) years (24 months) of work experience comparable to the third level of this series.

Preferred Qualifications

At least two years of customer service experience or similar public-facing role.

Knowledge, Skills and Abilities

• Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
• Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
• Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
• Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
• Ability to understand written sentences and paragraphs in work related documents.
• Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Ability to apply general rules to specific problems to produce answers that make sense.
• Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• Ability to choose the right mathematical methods or formulas to solve a problem.
• 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 7/1/2025. The wage for this position is $45,152.38.  Sponsorship for work authorization is not available for this position now and in the future.

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 July 1, 2025. 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. 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 Katie Fizdale at fizdale@illinois.edu. For questions regarding the application process, please contact 217-333-2137.