Office Manager-Counsel (Hybrid)

University of Illinois; Urbana (IL); On-site; USD 34,000 - 37,000; Full time

Job summary

University of Illinois System is seeking a full-time Civil Service Office Manager in Urbana to support the in-house legal team. You will act as a receptionist, manage calendars, coordinate travel, and process documents and reports for multiple attorneys and operations staff.

Qualifications include a high school diploma and 2 years of related work experience. Strong organizational, communication, and liaison skills are essential for success in this role.

Qualifications

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

Responsibilities

• Acts as a legal receptionist, answering calls and routing messages; monitors shared email and assists with calendar coordination.
• Provides administrative support to multiple attorneys, schedules meetings, maintains files, and drafts/edits documents.
• Assists with travel arrangements, reimbursements, and hearings coordination; uses corporate credit cards per policy.

Skills

Verbal & written comms

Keyboarding & proofreading

MS Office Suite

Interpersonal skills

Independent judgment

Multi-tasking

Take direction

University structure knowledge

Tools

Microsoft Office

Job description

Sponsorship for work authorization is not available for this position. Posting Category:System Office jobs such as this one are not eligible for the Referral Program.

The main function of the position is to serve as a member of the administrative support team with primary support for multiple attorneys and select operations staff. This administrative support team services the Urbana in-house legal team within the Office of University Counsel. The attorneys have primary responsibility for the management of numerous legal matters and to provide timely and effective advice and counsel to various University units and personnel.

DUTIES AND RESPONSIBILITIES

• Acts as a legal receptionist. Answers central phone line and routes calls appropriately. Monitors departmental shared email account and routes/responds to messages accordingly. Uses discretion and independent judgment to answer questions on behalf of assigned attorneys and/or refers individuals to the appropriate person. (40%)
  • Maintains inventory of office and copier supplies; processes purchases of general office supplies through iBuy; maintains conference room calendars; and coordinates the department car/parking spaces program. Reviews, distributes, and processes incoming mail and assists with the preparation and coordination of outgoing correspondence and mailings. Maintains departmental records and filing systems and tracks copier usage and related reporting. Provides backup support for coordinating and setting up meetings that require video conferencing or network needs.
• Provides administrative support to multiple attorneys and select operations staff. Summarizes and compiles substantive information on legal matters. Acts as attorneys' liaison with external units and internal staff. Schedules meetings for attorneys, and accurately prepares correspondence and reports. Organizes and maintains attorney files. (40%)
  • Maintains attorneys' calendars. Establishes, revises, and handles inquiries on behalf of attorneys in relation to their calendars. In a timely fashion, reminds attorneys of upcoming events and pulls pertinent information to allow adequate and necessary preparation time. Prepares documents and files copies as needed.
  • Assists with travel and lodging arrangements for attorneys attending conferences, professional development programs, and off-site meetings. Utilizes corporate credit cards in accordance with all applicable training requirements, policies, and procedures. Processes travel-related invoices and manages attorney expense reimbursements through the Emburse expense management system, ensuring accuracy, timeliness, and compliance with organizational policies and procedures.
  • Arranges hearings for matters. Secures space, schedules court reporters, and coordinates signatures on contracts for appropriate payment of invoices relative to hearing. Retrieves attorneys' files for hearings.
  • Updates legal case data using a case management database containing highly sensitive information. Generates and manages documents. Reviews open matters for consideration to be closed.
  • Drafts confidential or sensitive correspondence. Transcribes correspondence and legal documents from electronic emails and handwritten rough drafts into final form. Reviews and edits documents prepared by attorneys for appropriate spelling, punctuation, syntax and format; modifies as necessary.
  • Conducts research and reports findings as directed by attorney.
• Provides administrative support for special projects and departmental operations. Assists with daily office functions, including routing and distributing documents; preparing correspondence, forms, reports, and spreadsheets; maintaining file libraries and departmental records; updating informational databases and distribution lists; processing deposits through the Bursar's Office and maintaining related records. Supports and provides guidance to student employees in the performance of daily operational duties. (15%)
• Performs related duties as assigned. (5%)

• Acts as a legal receptionist. Answers central phone line and routes calls appropriately. Monitors departmental shared email account and routes/responds to messages accordingly. Uses discretion and independent judgment to answer questions on behalf of assigned attorneys and/or refers individuals to the appropriate person. (40%)
  • Maintains inventory of office and copier supplies; processes purchases of general office supplies through iBuy; maintains conference room calendars; and coordinates the department car/parking spaces program. Reviews, distributes, and processes incoming mail and assists with the preparation and coordination of outgoing correspondence and mailings. Maintains departmental records and filing systems and tracks copier usage and related reporting. Provides backup support for coordinating and setting up meetings that require video conferencing or network needs.
• Provides administrative support to multiple attorneys and select operations staff. Summarizes and compiles substantive information on legal matters. Acts as attorneys' liaison with external units and internal staff. Schedules meetings for attorneys, and accurately prepares correspondence and reports. Organizes and maintains attorney files. (40%)
  • Maintains attorneys' calendars. Establishes, revises, and handles inquiries on behalf of attorneys in relation to their calendars. In a timely fashion, reminds attorneys of upcoming events and pulls pertinent information to allow adequate and necessary preparation time. Prepares documents and files copies as needed.
  • Assists with travel and lodging arrangements for attorneys attending conferences, professional development programs, and off-site meetings. Utilizes corporate credit cards in accordance with all applicable training requirements, policies, and procedures. Processes travel-related invoices and manages attorney expense reimbursements through the Emburse expense management system, ensuring accuracy, timeliness, and compliance with organizational policies and procedures.
  • Arranges hearings for matters. Secures space, schedules court reporters, and coordinates signatures on contracts for appropriate payment of invoices relative to hearing. Retrieves attorneys' files for hearings.
  • Updates legal case data using a case management database containing highly sensitive information. Generates and manages documents. Reviews open matters for consideration to be closed.
  • Drafts confidential or sensitive correspondence. Transcribes correspondence and legal documents from electronic emails and handwritten rough drafts into final form. Reviews and edits documents prepared by attorneys for appropriate spelling, punctuation, syntax and format; modifies as necessary.
  • Conducts research and reports findings as directed by attorney.
• Provides administrative support for special projects and departmental operations. Assists with daily office functions, including routing and distributing documents; preparing correspondence, forms, reports, and spreadsheets; maintaining file libraries and departmental records; updating informational databases and distribution lists; processing deposits through the Bursar's Office and maintaining related records. Supports and provides guidance to student employees in the performance of daily operational duties. (15%)
• Performs related duties as assigned. (5%)

QUALIFICATIONS

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

KNOWLEDGE SKILLS AND ABILITIES

• Excellent verbal and written communication skills, administrative skills, and professional conduct.
• Excellent keyboarding, grammar, and proofreading skills, with strong emphasis on accuracy and attention to detail. Demonstrated ability to process correspondence, reports, and other documents that appropriately reflect University and department standards.
• Knowledge of Microsoft Office Suite and the ability to learn unit-based software.
• Strong interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships.
• Ability to work independently and to exercise good judgment and discretion in the performance of all work assignments.
• Ability to multi-task and prioritize work to meet deadlines.
• Ability to take direction.
• A general understanding of the University and its structure.

APPOINTMENT INFORMATION

This is a 100% Full TimeCivil Service Office Managerposition. The expected start date is as soon as possible. Sponsorship for work authorization is not available for this position. System Office jobs such as this one are not eligible for the Referral Program. The budgeted salary range for the position is $24.57 - 26.59. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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, 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 System Human Resource Services at 217-333-2600, or by emailing [e-mail] .

The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer. Background checks will be performed in compliance with the Fair Credit Reporting Act. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit System Human Resource Services website. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

Requisition ID: 9001018
Job Category: Civil Service
Campus Location: Urbana