Office Manager - Extension Business Office

Office Manager - Extension Business Office
University of Illinois Extension, Business Office

WE
TRANSFORM LIVES.

Everything we do is designed to improve the quality of
life of the people in the state of Illinois, across the nation, and around the
world. We discover, develop, translate, and disseminate knowledge to address
societal concerns and train the next generation of experts and leaders in a way
that empowers them to expand the boundaries of science to higher levels of
understanding and influence.

Be a part
of our story. Through
learning partnerships that extend knowledge and change lives, University of
Illinois Extension provides educational programs aimed at making life better,
healthier, safer, and more profitable for individuals and their communities.
Illinois Extension has operated continuously for more than 100 years connecting
the citizens of Illinois to their land-grant university by providing
educational programming around the state. University of Illinois Extension is
based in the College of ACES and works with all colleges and units of the
University of Illinois at Urbana-Champaign.

Job SummaryWorking with Extension personnel throughout the state and on campus, provides support to the Illinois Extension Business Office ensuring critical administrative and accounting functions are completed in compliance with University guidelines.
Business Operation Support

Calculates monthly fees for Extension Distribution Services, including USPS, UPS, Handling and Labor/Material, and bills the appropriate campus departments in Banner.
Manages weekly UPS and quarterly Pitney Bowes invoices and submits them to OBFS UPAY for payment. Notifies merchants of changes to purchase order numbers at beginning of new fiscal year. Keeps an eye on available postage funds and requests additional funds as needed.
Independently prepares and submits the monthly sales tax report for Distribution Services to University Accounting and Financial Reporting department. Also assists in collecting and preparing monthly sales tax report for all of Extension self-supporting funds (approximately 80 funds), troubleshooting any issues as they arise.
Manages quarterly credit card fee billing to various campus departments for their credit card sales.
Manages Change Fund Custodian Assignments and Increase Requests for 27 Extension Units independently, ensuring appropriate documentation is submitted and Units remain in compliance with University standards.
Independently creates Monthly Financial Reports to assist the Associate Director of Extension with budgeting.
Uses Emburse to process monthly payments to vendors for retirees' Health, Dental, and Life insurance.
Manages annual 1099 reporting by reviewing and approving 4-H participants receiving any kind of award or premium payment. Tracking and securely storing all required sensitive information for all of Extension Units.
Issues all Amazon e-codes and reviews all refund, award/prize, and 4-H premium expense reports in Emburse.
Independently creates and follows up on requisitions for purchase orders for Extension Administrative/Central offices, including annual renewals. Completes receiving reports in Banner when required and makes sure invoices are approved.
Independently reviews and approves (or rejects) requisitions & iBuy orders for $5,000 or more. Also reviews and approves or completes JVs from various Extension areas to ensure the proper funds and account codes are used.
Provides approval/support for Academic Professional Development Awards and follows up to make sure the award is spent.
Provides back up to the Business Administrative Associate with processing checks from Extension Units and Contract Requests.
Assists the Extension accountants with fund transfers, non-conforming letters and other duties as needed.
Submits, tracks, and manages Contract Requests though Contracts+ in iBuy.

Order,
Materials, and Inventory Management
Independently receives orders for publications handled by Distribution Services (DS) and completes inventory adjustments and billing procedures before passing order on to shopkeeper for fulfillment. Troubleshoots order discrepancies and resolves customer or client inquiries in a professional manner.
Manages the order-entry/inventory system and the PubsPlus online ordering system. Coordinates with team leaders to determine order points for stock items and reorders items when inventory is low. Also responsible for ordering office and shipping supplies as needed for distribution.
Provides backup assistance to storekeeper as needed by pulling, packaging, and shipping orders.
Assists in training colleagues, as well as student and Extra Help employees and suggests and assists in implementation of procedural changes to ensure DS operations continue to meet or exceed client and customer needs and expectations.
Coordinates and manages annual physical inventory of all items in the DS warehouse; maintaining computer-and-paper-based inventory records and preparing inventory reports as needed. Completes end of fiscal year Fact Sheets.

Other
Provide support to customers who call or email with questions about publications and related inquiries.
Comply with all Affirmative Action/Equal Employment Opportunity policies and guidelines in all aspects of Extension work.
Perform other duties that further the mission of University of Illinois Extension as assigned.
Minimum 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 analytical skills and problem-solving abilities.
• Ability to communicate effectively.
• Strong customer service skills.
• Proficiency with Microsoft Word and Excel.

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. The salary
for this position is set by a collective bargaining agreement and the salary
for the position is set at $46,975.50.

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 September 10, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 sarahmd3@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

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 conducts criminal background checks on all job
candidates upon acceptance of a contingent offer. The University of Illinois
must also comply with applicable federal export control laws and regulations
and, as such, reserves the right to employ restricted party screening
procedures for applicants.

Out-of-state candidates must establish Illinois
residency within 180 calendar days of the start date for this position.
Illinois residency requires proof of a valid Illinois Driver's License or state
of Illinois ID Card. Failure to produce the required documentation within 180
calendar days will result in immediate termination of employment.

Sponsorship
for work authorization is not available for this position.

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 accessibility@illinois.edu.

Requisition ID: 1037914

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu