Office Manager-University Counsel (Hybrid)

Laseagrant; Urbana (IL); Hybrid; USD 51,000 - 55,000; Full time

Job summary

University of Illinois System is seeking an Office Manager-University Counsel to join the in-house legal team in Urbana. The role provides admin support to several attorneys, manages calendars, travel, and records, and liaises with internal units to ensure timely, accurate documentation.

The position is hybrid, 100% full-time Civil Service with a salary range of $24.57–$26.59 per hour. Applicants must meet the minimum qualifications and submit by the posted deadline.

Qualifications

• High school diploma or equivalent.
• Two years of work experience in administrative roles.
• Excellent verbal and written communication; strong attention to detail.

Responsibilities

• Serve as legal receptionist and manage central phone line, emails, and routing.
• Maintain office supplies, calendars, and meeting logistics; coordinate related tasks.
• Support multiple attorneys with document preparation, filing, and correspondence.

Skills

Communication skills

Editing & proofreading

Microsoft Office

Interpersonal skills

Multitasking

Discretion

University structure

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

iBuy

Emburse

Job description

Office Manager-University Counsel (Hybrid)

Office Manager-University Counsel (Hybrid)

Sponsorship for work authorization isnot available for this position.

System Office positions, such as this position, are noteligible for the employee referral program.

Job Summary

The main function of the position is to serve as a member of the administrative support team withprimary 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 & 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.
  • 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.
  • 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.
• Performs related duties as assigned.

Minimum Qualifications

1. High school diploma or equivalent.2. Two (2) years (24 months) of work experience comparable to the fourth 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-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after 11/9/2026. The budgeted salary range for the position is $24.57-$26.59 per hour. Salary is competitive and commensurate with qualifications and experience,while also considering internal equity.

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 (Central Time) on October 8.

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal , or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail] .

Requisition ID: 1038376
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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