---

---

Location

Edwardsville, IL | United States

---

Job description

Salary $34,570.70 Annually

Location Edwardsville, IL

Job Type Full Time

Job Number 00112

Division Engr, School of

Department Computer Science

Closing Date 3/5/2024 11:59 PM Central

FLSA Non-Exempt

Description

Southern Illinois University Edwardsville's School of Engineering is currently seeking applications for the position of Office Manager.

As an Office Manager, you will be responsible for providing administrative support to the Computer Science Department Chair, Computer Science faculty, and the School of Engineering Dean's office. Your main duties will include maintaining effective communication and ensuring efficient workflow. You will work independently with minimal supervision, requiring interaction with various contacts within the university as well as external entities. Additionally, this role will serve as a primary resource and point of contact for other offices and individuals within the School of Engineering and the university.

Duties and Responsibilities:

• Provide administrative support to the Computer Science Department chair and the School of Engineering Design Office. 
• Maintain files and correspondence related to departmental budgets, programs, and grants from the graduate school.
• Coordinate hiring processes and prepare contracts for faculty, adjuncts, and staff.
• Assist the department faculty search committee as needed, collaborating with HR and Provost offices on position posting, recruitment advertisement, interview coordination, and candidate travel and expense reimbursement.
• Input and maintain course schedules and monitor enrollments.
• Schedule and coordinate special events, including senior project presentations and Industrial and Professional Advisory Committee (IPAC) meetings.
• Collaborate with the Foundation to award scholarships and process donations.
• Provide administrative support to the Graduate Program Director, including assisting with graduate student registrations, scheduling and coordinating graduate student presentations, preparing graduate student completion paperwork, preparing graduate assistant contracts, handling grant budget inquiries, managing internal faculty award activities, communicating with graduate assistants to coordinate timesheets for audit purposes. 
• Serve as fiscal officer delegate on CS accounts, initiate faculty course evaluations, maintain a shared drive of common department documents, and manage a confidential shared drive with the Chair. 
• Process and sign APIDs, travel vouchers, key requests, student timesheets, and other fiscal records as delegated by the Chair. 
• Communicate with graduate assistants and student workers to coordinate timesheets and verify payroll certifications.
• Maintain records of travel reimbursements and accounting forms. 
• Collaborate on research projects by preparing forms for faculty and graduate assistants. 
• Ensure the confidentiality of faculty and staff evaluations. 
• Delegate fiscal authority for department accounts. 
• Take and transcribe minutes for CS department meetings. 
• Reconcile P-Card transactions, approve lab manager purchases, and manage supply orders for the department and food for student organizations.
• Serve as the liaison between the Associate Dean and the Student Affairs Office, managing the allocated budget for student organizations including P-Card purchases.
• Coordinate travel arrangements for competitions and process reimbursements.
• Maintain accurate spreadsheets and complete necessary paperwork to document expenditures and ensure proper financial balance.

Work Schedule:

This position is full-time, requiring 37.5 hours per week. The standard work week runs from Monday to Friday, with working hours from 8 a.m. to 4:30 p.m.

Typical Qualifications

Minimum Qualifications:

1. High school diploma or equivalent.
2. Any one or combination totaling six (6) months from the categories below:

A. College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:

• 15 semester hours equals six (6) months

B. Work experience performing office/clerical activities, including use of computer systems.

Preferred Qualifications:

• Bachelor's Degree.
• Experience with Microsoft 365 (SharePoint, OneDrive, Word, Excel).
• Knowledge of School of Engineering and University Policies and procedures.
• High level of independent decision making and office management experience.

Supplemental Information

Statement on Diversity: SIUE is an Equal Opportunity Employer committed to an inclusive and diverse workforce. We firmly believe in providing equal access and opportunity to individuals across all job titles. We will not discriminate against any person on the basis of race, national origin, ethnicity, color, religion, disability, age, marital status, sex, sexual orientation or veteran's status.

SIUE cultivates an atmosphere of inclusivity, respect, and warmth that fosters learning and collaboration. Each member of our university community bears the responsibility of actively contributing to this enriching campus environment. We encourage individuals who are dedicated to upholding these values to apply. 

To learn more about SIUE's Mission and statement on diversity, please visit:  . 

Accommodation: If you are unable to utilize our online application and need to request an accommodation, please reach out to us at 618-650-2190 or via email at [email protected] .  

Pre-Employment Screening: All external candidates who receive a job offer will be required to undergo pre-employment screening for this position. The screening process will encompass a criminal background check and, where applicable, other background checks, a drug screen, verification of employment and education or licensure/certification, reference checks, and/or checks with relevant government registries. Please note that all job offers are contingent upon successful completion of the required screening process. 

Additional Information: SIUE is a state university, and it's important to note that benefits provided by state sponsored plans may not be accessible for individuals holding F1 or J1 visas. 

Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

Tips for Completing a Civil Service Application:

• To qualify for the role, ensure that your Civil Service application includes a complete and detailed employment history, highlighting your experience.
• We encourage you to submit a cover letter and resume to provide additional context and showcase your qualifications.
• Upload all your transcripts (official or unofficial) to meet education requirements. If the job description specifies a minimum number of college hours, transcripts are mandatory for successful processing of your application.
• If required for the position, provide transcripts or other documentation of credentials no later than the first day of employment.
• Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application, unless the same proof has already been submitted in a previous application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves). For help in determining the appropriate proof of eligibility to submit, please refer to the recommended Guide for Veteran Document Verification. This guide is designed to assist applicants and University System employers with the verification process. You can find it at this link:  Guide for Veteran Document Verification. (Download PDF reader)
• For more information on Civil Service classifications, please visit the SUCSS web site at  .

About Civil Service Examinations/Testing: The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of applicant materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. This score will be emailed to the email address noted on your application. After the application deadline, the names within the top three scores will be referred to the department for interview. The active register for this classification will be voided when the position is filled. 

We value your interest and look forward to reviewing your application. For questions or more information, email [email protected] .

---

Job tags

---

---

Salary