Office Manager - Animal Care Program

Office Manager - Animal Care Program

Animal Care Program

Job Summary

Under the direction of the Office Administrator, provides support to the Office of the Vice Chancellor for Research and Innovation (OVCRI), the Animal Care Program (ACP), the Office of Animal Research Compliance (OARC) and Illinois Institutional Animal Care and Use Committee (IACUC). Provides administrative support for the day-to-day administrative and business functions specializing in purchasing and payments. It is essential the Office Manager take initiative, use good judgement, and their in-depth knowledge of the program and university policy and procedure to complete essential daily tasks.

Business Operations Support for the ACP and OARC

• Purchasing and payments coordinator for 7 ACP facilities across campus. Unit expert and resource for purchasing, payment, and reimbursement. Keep unit informed on all things related to reimbursement, payment and procurement, including policy changes and deadlines. Provide ibuy and emburse training to department staff. Develops and manages internal order forms. Create and manage unit's vendor accounts and keep the unit's vendor accounts list up to date. Manage the unit's purchasing email inbox, replying on behalf of the program. Develop and maintain vendor relationships as the department's primary payment and procurement contact.
• Reviews and approves all purchase order invoices submitted by vendor to the department for payment in ibuy, as well as works with vendors to resolve invoices issues.
• Process purchasing, payment, and reimbursement transactions utilizing banner, ibuy, p-card, t-card, and emburse.
• Takes initiative to obtain quotes/cost estimates to ensure best price and quality, working with staff and vendors to ensure all requirements are met.
• Monitor SPO balance and activity and keep Assistant Director informed of status to ensure purchasing and payments that rely on these SPOs are uninterrupted.
• Identifies orders with outstanding invoices (over 45 days) Reviews outstanding invoices weekly and takes necessary action working with vendors, purchasing, and payables to ensure payments are issued and processed in a timely manner.
• Develops and manages essential tracking and informational spreadsheets used by Assistant Director of Business and Finance, and Office Administrator.
• Coordinate, process, and manage animal orders and transfers for seven ACP facilities across campus using the ACP App, as well as ordering by phone, email, and online. Review and process requests, maintain accurate order status updates, communicate with researchers, veterinarians, and facility personnel, address questions and concerns, and manage the unit''s animal order email inbox, replying on behalf of the program.
• Coordinate travel arrangements for staff, including planning flights, overnight accommodation, registration details, etc.
• Manage, modify, and closes purchase orders as needed.
• Accounts for complete documentation when purchases are made: Including receipts, Banner documents, order forms, and P Card Expense reports.
• Resolves backordered and missing items, and missing packing slips for closure.

Front Office Support for the ACP and OARC

• Is the first point of contact for the office. Greet and assist walk-ins. Answers phones and uses independent judgment in triaging urgency of calls; takes Animal Medical Report calls and disseminates to have clinical staff check on the welfare of animals; schedule and obtain signatures of customers when picking up pharmaceuticals.
• Receive & distribute mail, packages, and documents from transport pouches. Separate and sort incoming documents and process as needed. Processes shipments for office and staff.
• Opens and closes the office.
• Provides general clerical support to staff as needed.
• Assist Director of OARC with the coordination of IACUC committee meetings.
• Parking coordination, including space rentals and code distribution.
• Manages office supply stock and replenishes as necessary. Places orders with document services for printed materials.
• Coordinate shared departmental calendars.
• Coordinate departmental events.
• Reserves vehicles and/or conference rooms upon request.
• Maintains front office equipment i.e., printer, shredder, etc.
• Update databases for various office functions (i.e. animal care staff training records).
• Files and sorts documents in established alphabetical, chronological, and numerical systems.
• Manages office filing system, creating and maintaining folders and files for the office and other staff.
• Maintains office procedures manual (hard copy & electronic).
• Backup to Office Administrator.

Front Office Support to the OVCRI

• Serving as the receptionist for the OVCRI units located on the second floor of 1901 S. First Street.
• Management of OVCRI controlled meeting space on the second floor.
• Serving as the facilities point of contact on the second floor.

Other duties as assigned.

Physical Demands and Working Conditions

This position takes place in an office setting and may require sitting for long periods of time.

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

• Experience working with university systems such as iBuy, Banner, Outlook, and Emburse.
• Experience with TCard/PCard transaction processing.
• Working knowledge of University purchasing and payments policy and procedures.

Knowledge, Skills and Abilities

• Knowledge of Campus and University policies and procedures as well as the ability to establish working relationships with staff within the ACP, OVCRI, campus administrators and external colleagues.
• Works independently on day-to-day responsibilities and obtaining information from all relevant sources to make sound decisions on behalf of the ACP.
• Organize, plan, and prioritize own work that allows for efficient operations within the ACP.
• Experienced in all Microsoft programs (Outlook, Word, Excel, etc.) to be successful in calendaring, correspondence, spreadsheets, tracking, etc.
• Must possess excellent oral and written communication skills.
• Proven ability to maintain confidentiality and ensure discretion.
• Excellent time management skills including the ability to prioritize work.
• Exceptional interpersonal skills, including tact, diplomacy, and effective conflict resolution skills.
• Possession of a strong work ethic.

Appointment Information

This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. This civil service non-exempt position receives 12 paid holidays a year, 12 cumulative sick days per year, and 12 cumulative vacation days at minimum per year (vacation accrual rate based on service years completed). This position is on-site at the University of Illinois Urbana-Champaign campus. Work schedule, Mon-Fri, 8am-4pm. The expected start date is as soon as possible after 11/16/2026. The collective bargaining agreement sets a range of $47,915-$69,445 for this classification. The budgeted salary range for the position is $47,915-$52,901. 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.

This position is not eligible for any type of sponsorship for work authorization.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on October 30th, 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 Mary Delaney, med4@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 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: 1038814

Job Category: Administrative Support

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