Office Manager - Veterinary Teaching Hospital

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 40,000 - 55,000; Full time

Job summary

University of Illinois Urbana-Champaign is seeking an organized administrative professional to support the Veterinary Teaching Hospital (VTH) front office and daily operations. The role involves greeting visitors, routing inquiries, and facilitating communications with faculty, staff, students, donors, and external guests.

Responsibilities include managing calendars, coordinating committee meetings, recording minutes, supporting budget and process improvements, and maintaining knowledge bases

Qualifications

• Prioritize excellent customer service and professional in-person presence.
• Ability to greet visitors, answer calls, route inquiries, and connect clients with appropriate resources.
• Strong organization and calendar management for multiple committees and meetings.

Responsibilities

• Maintain a consistent in-person presence in the VTH administrative office during business hours.
• Greet visitors, answer and route calls, and connect stakeholders with resources.
• Monitor shared calendars, distribute mail, and coordinate routine service requests.
• Provide accurate general information and refer non-routine questions to administrators.
• Order and maintain office supplies and coordinate routine service requests.
• Manage VTH administrative schedules and recurring meetings including board and committee meetings.
• Record minutes, distribute approved minutes, and maintain meeting records.
• Assist with scheduling, materials, and follow-up for committees; support QIC submissions tracking.
• Maintain VTH Director and Admin Team schedules, documents, and records.
• Coordinate onboarding and HR-related processes for new employees.
• Maintain confidentiality of financial, donor, personnel, and operational information.
• Assist with special events and administrative projects.

Skills

Customer service

Scheduling

Communication

Record keeping

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

KnowledgeBase systems

Job description

Front Office and Daily Operations

• Maintain a consistent in-person presence in the VTH administrative office during regular business hours and serve as a welcoming, professional point of contact.
• Greet visitors; answer and route telephone calls and routine inquiries; receive deliveries; and connect faculty, staff, students, clients, donors, and external guests with the appropriate VTH or College resource.
• Monitor shared office communications and calendars, distribute mail and materials, and coordinate routine service requests for the administrative office.
• Provide accurate general information while referring policy, personnel, financial, clinical, or other non-routine questions to the appropriate administrator.
• Order and maintain office supplies and coordinate routine office service requests.

Scheduling Meeting and Committee Support

• Manage VTH administrative schedules and recurring meetings, including VTH Board meetings, VTH Huddles, the annual budget meeting, Clinical Coordinators meetings, and Hospital Services Group meetings.
• Coordinate meeting dates, invitations, rooms, audiovisual or hospitality needs, agendas, packets, and other logistics; communicate schedules and instructions to participants.
• Attend designated VTH meetings, record minutes and action items, distribute approved minutes, and maintain organized meeting records.
• Assist the Budget, Planning and Culture Committee with scheduling, materials, minutes, records, and assigned follow-up.
• Provide administrative support to the Quality Improvement Committee by coordinating the tracking and review of QIC reports, supporting process improvements, compiling monthly reports for committee or Chief of Staff review, and providing the VTH with monthly updates on the number and classification of QIC submissions.

Administrative Support and Information Management

• Provide routine administrative support to the VTH Director, Chiefs of Staff, VTH Admin Team, including scheduling, correspondence, document preparation, copying, scanning, and filing.
• Maintain shared calendars, contact lists, distribution lists, office procedures, and electronic and paper records in accordance with established practices.
• Maintain the VTH KnowledgeBase and policy files. Track scheduled review dates, notify policy owners when review is due, route revisions for approval, and post approved updates.
• Coordinate the receipt, completeness review, submission, routing, tracking, and record retention of bite and injury reports in accordance with established procedures.
• Maintain current VTH vehicle records, including required information, photographs, and supporting files, and follow up for routine updates as needed.
• Assist with special events and administrative projects by completing assigned tasks, tracking deadlines, and providing status updates.

Gift Funds, Purchasing and VTH Materials

• Participate in the VTH gift fund process by receiving requests, checking submissions for required information, organizing supporting documentation, and routing materials to the designated approver.
• Track the status of gift fund requests, maintain orderly records, communicate routine process updates, and follow up for missing documentation as directed.
• Assist with approved purchases, reimbursements, requisitions, and related recordkeeping within assigned authority and established University and College procedures.
• Order and manage VTH-branded merchandise, including approved purchases, inventory, distribution, and related records.
• Maintain confidentiality of financial, donor, personnel, and operational information.

Human Resources and Onboarding Coordination

• Serve as the VTH administrative point of contact for Service in Excess (SIE) matters; provide routine process information, collect and route documents, track status, and refer employment or payroll decisions to the appropriate Human Resources representative.
• Serve as the VTH onboarding resource for new employees by coordinating established checklists, schedules, access and orientation materials; connecting new employees with the appropriate contacts; and confirming completion of assigned onboarding steps.
• Maintain onboarding and Service in Excess records and follow up on outstanding routine requirements while protecting confidential information.

Other Duties

• Perform other related duties as assigned.