Office Manager - Office for Access and Equity - EEO Division

Office Manager

Office for Access and Equity - EEO Division

The Office Manager provides administrative support to the EEO Associates and the EEO Director as well as case management support for the EEO Investigative process.

Duties and Responsibilities

Nondiscrimination Policy, Sexual Misconduct Policy, and External Agency Investigations

• Create and process new cases within 24 hours in the EEO Database and maintain updates on ongoing cases to ensure that case files are up to date, including: creating reminders for upcoming case deadlines and adding notes, documents, and email messages to case files.
• Send out first contact letters to all complainants for all Title IX/Sexual misconduct, discrimination, and harassment cases while keeping track of each outreach on a weekly basis to schedule a meeting with the EEO Investigator and/or to provide updates to the EEO Division Director of what the next course of action should be in handling the allegation.
• Schedule additional meetings on behalf of the EEO Investigator for departmental meetings, respondent meetings, witness meetings, and appeal panel meetings. Schedule departmental meetings for all EEO Investigators for any EEOC/IDHR/OCR departmental meetings.
• Attend Title IX/Division of Public Safety Clery Reportable meetings on a quarterly basis to provide updates on any OAE cases that involve any forms of Clery reportable crimes, offenses or violations.
• Provide the University Counsel all perfected and unperfected charges when received from external agencies (EEOC, IDHR and OCR). Provide quarterly reports to University Counsel of any perfected, unperfected, dismissal and right-to-sue statues of all external cases.

All Investigations

• Provide EEO Division Leadership and updated reports daily and every Tuesday with deadlines for investigations (run standard and customized reports out of the database that will retrieve data the director is requesting).

• Ensure proper record keeping, organization, and formal closure of cases (review cases to ensure proper documentation is added before closing as required by federal agency recommendations).
• Assist customers with questions related to EEO and Title IX processes based on the university's written policy and procedures (assist with answering OAE customer questions).
• Attend case management meetings on a weekly basis and provide updates to cases that are assigned to the individual. Implement new changes to the EEO database(s) that provides better documentation of the process.
• Gather data requested for FOIA requests, federal or state grant and compliance agencies, Chancellor’s Office, annual reports, and laws.
• Assist with communicating with federal and state agencies on behalf of OAE (assist with asking clarifying questions to agencies). Scan, file, copy and fax.

Office Operations

• Provide phone coverage in coordination with the Office Support Specialist/Manager, Office Managers and student workers.
• Provide day-to-day administrative support to the EEO Division Leadership as well as intermittent support for the other EEO Division staff as necessary.
• Manage calendar for the EEO Division Leadership.
• Provide clerical support for special assignments and projects across OVCDEI.
• Prepare, edit, proofread, and format letters, emails, and various other confidential and highly sensitive documents. Assist with conference registration, travel planning, and expense reports for OAE staff as needed.
• Maintain records/receipts for all financial transactions.
• Purchase equipment, supplies, travel, etc. with Tcard, Pcard, and iBuy orders for EEO Division and OVCDEI as needed.
• Performs other duties 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.

Preferred Qualifications

• Two (2) years' experience working at a university. 1+ years of data entry and reporting, including complex database experience.

Knowledge, Skills and Abilities

• Proficiency with Microsoft Office software.
• Excellent organization and communication skills.
• Ability to use independent judgment to make decisions.
• Strong critical thinking skills, attention to detail, and the ability to prioritize.
• Sound judgment and discretion.
• Demonstrated commitment to diversity and inclusion.

Appointment Information

This is a 100% full-time Civil Service Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after August 18, 2025. The budgeted range for this position is $46,055.10/yr or $23.618/hr. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.

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 August 1, 2025. 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 Joya Murphy at [email protected] For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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 accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [email protected].

Requisition ID: 1031650
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu