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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12372044 Office Manager - Counseling Center

Counseling Center

Job Summary

Provides direct support to the Administrative Assistant and is the backup for all Counseling Center financial transactions. Preforms a variety of on-site office duties to support office support staff, professional staff, practicum students, Counseling Center Paraprofessionals, graduate assistants and Counseling Center clients.

Duties & Responsibilities

• Manage the Counseling Center mental health brochure program. Manage all components of the payment process, monitor stock and backorders, ensure fulfillment of order to customers nationwide, including payment, shipping, and ensure receipt of product. Coordinate with various stakeholders in revision, development and maintenance process to ensure accuracy of all mental health brochures. Opportunity to travel to annual conference to assist in brochure sales.
• Provide primary support to the Administrative Assistant by completing financial transactions including expense reports in Chrome River, T-Card, and other purchasing systems.
• Manage all inventory and purchases for the Counseling Center through IBuy and other purchasing applications as needed. Including but not limited to ordering all office supplies, receiving pricing quotes from vendors, comparison for goods and services through thorough and independent research based on usage and trends.
• Provide primary support to the Associate Director of Outreach & Prevention Services (OPS) including actively participating in OPS committee meetings, managing OPS inventory, and advising in the development of OPS policies and procedures.
• Provides primary support to the Educational and Program Initiative (EPI) area, including initiation of communication with staff and students regarding upcoming events/meetings, ordering related information/materials, making logistical arrangements, and tracking/receiving orders.
• Provide assistance with monthly reconciliation including development of reports through collection and maintenance of receipts to ensure all transactions are appropriately recorded and reported.
• Supervises Counseling Center Graduate Assistants in-office work hours with the Assistant Director of OPS, including coordinating schedules for GAs and monitoring attendance and workload.
• Provide clerical support for the Executive Director by coordinating Annual Report and External Advisory Committee Meetings, participating as directed; maintaining a calendar of committee meeting commitments and distributing reminders to designated staff member(s).
• Provide back-up support for Office Support Services team covering front desk and phones as needed; participate in opening and closing office procedures.
• Provide clerical support for the Counseling Center Assessment & Evaluation Coordinator including maintaining detailed spreadsheet tracking and monitoring the accumulation and usage of extended hours.
• Assist and anticipate needs for event logistics (e.g., food orders, reserving space, ordering supplies, etc); other duties as assigned.

Additional Physical Demands

All work for this position must be performed in person, as this position has not been approved for remote work. Position works in a fast-paced office setting with the constant distraction of phones, inter-office communications and clients. Position will work primarily at the Counseling Center main office but will be expected to work at other Counseling Center locations on campus as directed. Position exercises discretion and independent judgment and maintains strict confidentiality in all interactions. There are ccasions when the expression of grievances, requests, demands, or complaints from clients, students, staff, and others may be stressful. Punctuality is imperative. Position may involve some lifting of packages up to 30 pounds.

Minimum Qualifications

• High school diploma or equivalent.
• Two (2) years (24 months) of work experience comparable to the third level of this series.

Preferred Qualifications

• Knowledge of Chrome River, iBuy, P-Card and T-Card, and Human Resource modules.

Knowledge, Skills and Abilities

Comprehensive knowledge in all Microsoft programs (Outlook, Word, Excel, etc.) to be successful in calendaring, correspondence, spreadsheets, tracking, etc. Knowledge of basic office machines including computers, photocopiers, and fax machines. Ability to learn new programs as technology and office needs change.

Acquisition of in-depth knowledge of policy and procedures for the Counseling Center, Student Affairs, and the University.

Knowledge of principles and processes for providing excellent customer and personal services.

Maintain knowledge of current University fiscal systems policies and procedures.

Excellent telephone and other communication skills; ability to communicate effectively, as appropriate for the needs of the audience.

Attention to detail, ability to work under pressure, maintain organization, and follow-through. This position is responsible