Office Manager - University Laboratory High School

University of Illinois Urbana-Champaign

The University of Illinois Urbana-Champaign has an opening for an Office Manager at the University Laboratory High School. The Office Manager is responsible for organizing and coordinating Student Services Office operations and procedures in order to ensure organizational effectiveness and efficiency.`

Duties & Responsibilities-

Office Duties:

• Provides general office support to the professional counseling team (2 School Counselors; 1 Director of College Counseling; 1 Intern), including but not limited to greeting visitors, answering departmental main phone line, assisting with events, and handling all incoming and outgoing US mail. Responsible for prioritizing such duties appropriately.
• Accesses departmental e-mail to act upon appropriately.
• Responsible for the maintenance of all departmental forms, confidential databases, producing correspondence on behalf of the Student Services Office, and creating multiple reports with minimal supervision.
• Responsible for the maintenance of all students’ records and overseeing confidentiality of such records in accordance with FERPA laws and School Records Act. This includes merging all records to campus location for storage. Independently oversees this process with guidance by Uni Administration following school law.
• Reports data to ISBE for State Scholar program
• Oversees the PAP nomination portal (UIUC system)
• Creates webtools to collect and maintain all student data for the Director of College Counseling.
• Responsible for the annual update and distribution of School Profile and Transcript Notes.
• Coordinates with the NCAA sports program through the online portal.
• Works with the Director of College Counseling on the National Merit Scholarship process.
• Oversees the organization of all submitted SSO Junior Homework, creating folders in Server and Box.
• Manages scheduling and advertising of all College Representative visitors.
• Maintains standardizing testing data and confidentiality of such data.
• Assists in the maintenance of all updates to Student Services Office website, as needed.
• Makes purchases on behalf of SSO department and completes P-card order logs and TEM reports for self, School Counselor and the Director of College Counseling.
• Assists counseling team with developmental programming and events.
• Assists with execution of yearly PSAT exam for juniors (October).
• Assists School Counselors with execution of yearly required ISE / ISBE state testing mandates for students (Subbie thru 11)
• Assists the Director of College Counseling with senior exit meetings.
• Manages college outcomes data and creates reports for the Director of College Counseling.
• Oversees the FAFSA Completion state mandate (and reporting compliance to the Director of College
  Counseling).

College Application Support:

• Assists in the processing of documents for college applications. Works within several application portals independently using secure passwords in partnership with the Director of College Counseling; maintaining confidentiality and prioritizing all deadlines for secondary school report; mid year report; end of year report.
• Oversees Server/Box Folder for SSO & Admin Letters of Recommendation - creating PDFs; uploading letters for submission.
• Creates webtools to collect and maintain all college outcomes from the senior class (following the May 1 national reply date to colleges).

PowerSchool:

• Check schedules and pull (as needed) from PowerSchool for the counseling team, student, etc.
• Pull data to create student support lists for academic monitoring; probation; grade concerns; Incompletes; etc.
• Pull transcripts as needed / requested for the counselors, student requests; etc.
• Pull transcripts and send as needed for Uni graduates (following established transcript request process).
• Pull lockers lists as needed / Pull data for merging into address labels; outgoing letters / memos; etc.
• Assists with schedule change requests needed - supporting the school counselors and Associate Director.
• Assists teachers with grade changes; incompletes; etc.

HS Concurrent Enrollment:

• Oversees and administers all aspects of the High School Concurrent Enrollment program at the University of Illinois and Parkland College. Includes updating all registration information; communication and partnership with Uni Exec Teachers and Associate Director; creating reports of data for counselors/teachers/students and college missions. Acts as sole liaison with CITL on HSCE program at UIUC. Presents to students / parents about HSCE process.

Required Qualifications-

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

This position works with student information and accuracy, confidentiality and adherence to the Family Education Rights & Privacy Act, Illinois school law, and the school records act is critical. The incumbent must be able to use judgment on tasks and use discretion to know when an issue should be referred to a counselor and /or additional input should be sought. Knowledge of standard office applications such as Word, Excel, PowerPoint, and Outlook, in addition to Adobe Acrobat Professional and web-based school databases. Knowledge of or ability to become proficient in PowerSchool, our web-based school-wide operating system which manages grades, transcripts, class rosters, etc. PowerSchool will be used daily.

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. Salary is commensurate with experience. Immigration sponsorship 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 (CST) on June 7, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting and upload a cover letter, resume and contact information for three professional references. 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 Elizabeth Majerus (emajerus@illinois.edu). For questions regarding the application process, please contact 217-333-2137.

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, COVID-19 vaccination requirement, 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. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1017699
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu