Office Administrator - SOSS

Experience Champaign Urbana; Urbana (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Experience Champaign Urbana is seeking a dedicated administrative specialist to coordinate HAB facilities and building operations to ensure secure and efficient office functions within HAB.

The role involves managing reception, security access, mail and deliveries, emergency planning, asset inventory, and procurement using Emburse/Chrome River and iBuy, with a standard 8:00 AM to 5:00 PM schedule and occasional coverage adjustments.

Responsibilities

• Serve as the primary administrative point of contact for HAB visitors to the administrative offices, providing assistance and directing inquiries as appropriate.
• Coordinate building security and access administration, including card reader access for HAB building areas, floors, elevators, and offices.
• Coordinate the receipt, processing, and distribution of mail, packages, and deliveries for System Offices departments.
• Develop and maintain current HAB departmental and building contact information and related administrative records.
• Coordinate services with vendors responsible for concession and vending equipment located within HAB common areas.
• Coordinate the HAB key request and distribution process with departments and Facilities and Services, maintaining appropriate administrative records and following established procedures.
• Administer and coordinate surplus property pickup activities, serving as the liaison between System Offices departments and Facilities and Services.
• Serve as a primary administrative contact with Fire Services regarding fire alarms, testing, inspections, and other building-related fire safety matters.
• Coordinate building-wide communications and notifications regarding facility and safety matters, including building lockdowns, fire alarm testing, service interruptions, and other operational issues.
• Manage and maintain the HAB Reception Office calendar and coordinate scheduling needs affecting reception and building operations.
• Coordinate and administer asset inventory management activities as a shared administrative service, including maintaining and reconciling inventory records, monitoring asset status, coordinating workstation lifecycle activities, planning for renewals and replacements, and facilitating maintenance and technical support with appropriate units.
• Coordinate and process routine purchasing and reimbursement activities, including initiating and submitting transactions, researching and resolving routine issues, maintaining supporting documentation, monitoring transaction status, and following up as necessary using systems such as Emburse/Chrome River and iBuy in accordance with University policies and procedures.
• Serve as backup safety liaison for HAB and coordinate the preparation, maintenance, and periodic review of the HAB Building Emergency Action Plan (BEAP), ensuring building information and administrative records remain current.
• Plan, coordinate, and monitor administrative coverage for HAB reception office operations during established office business hours of 8:00 AM to 5:00 PM. Primarily work a schedule of 8:00 AM to 4:30 PM while identifying coverage gaps and implementing appropriate solutions to maintain continuous operational support throughout business hours. Flexibility is required to accommodate changing organizational priorities, staffing requirements, coverage needs, and other workplace demands as they arise.
• Perform other related duties as assigned.

Job description

Duties Responsibilities

1. Coordinate and administer HAB facilities and building operations to support the effective and secure operation of System Offices located within HAB, including:
   • a. Serve as the primary administrative point of contact for visitors to the HAB administrative offices, providing assistance and directing inquiries as appropriate.
   • b. Coordinate building security and access administration, including card reader access for HAB building areas, floors, elevators, and offices.
   • c. Coordinate the receipt, processing, and distribution of mail, packages, and deliveries for System Offices departments.
   • d. Develop and maintain current HAB departmental and building contact information and related administrative records.
   • f. Coordinate services with vendors responsible for concession and vending equipment located within HAB common areas.
   • g. Coordinate the HAB key request and distribution process with departments and Facilities and Services, maintaining appropriate administrative records and following established procedures.
   • h. Administer and coordinate surplus property pickup activities, serving as the liaison between System Offices departments and Facilities and Services.
   • i. Serve as a primary administrative contact with Fire Services regarding fire alarms, testing, inspections, and other building-related fire safety matters.
   • j. Coordinate building-wide communications and notifications regarding facility and safety matters, including building lockdowns, fire alarm testing, service interruptions, and other operational issues.
   • k. Manage and maintain the HAB Reception Office calendar and coordinate scheduling needs affecting reception and building operations.
2. Coordinate and administer asset inventory management activities as a shared administrative service, including maintaining and reconciling inventory records, monitoring asset status, coordinating workstation lifecycle activities, planning for renewals and replacements, and facilitating maintenance and technical support with appropriate units.
3. Coordinate and process routine purchasing and reimbursement activities, including initiating and submitting transactions, researching and resolving routine issues, maintaining supporting documentation, monitoring transaction status, and following up as necessary using systems such as Emburse/Chrome River and iBuy in accordance with University policies and procedures.
4. Serve as backup safety liaison for HAB and coordinate the preparation, maintenance, and periodic review of the HAB Building Emergency Action Plan (BEAP), ensuring building information and administrative records remain current.
5. Plan, coordinate, and monitor administrative coverage for HAB reception office operations during established office business hours of 8:00 AM to 5:00 PM. Primarily work a schedule of 8:00 AM to 4:30 PM while identifying coverage gaps and implementing appropriate solutions to maintain continuous operational support throughout business hours. Flexibility is required to accommodate changing organizational priorities, staffing requirements, coverage needs, and other workplace demands as they arise.
6. Perform other related duties as assigned.