Job Opening - Support Staff

Office Manager

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  • Work Department: Various Departments
  • Class Title/Code: Office Manager (3266)
  • Effective Date: Feb 7, 2023
  • Responsibilities:


    • Assists in the research, preparation, editing, and maintenance of administrative documents, correspondence, and reports
    • Provides secretarial support in recruiting activities
    • Provides secretarial support in hiring processes
    • Prepares administrative documents for Graduate/Teaching Assistants
    • Monitors the budgets; Orders, receives, and arranges for payment of purchases
    • Attends department meetings, records, and publishes department meeting minutes
    • Assists with computer authorizations for course changes, special permissions adding/canceling classes, and registrations for students to enter classes
    • Deals with matters relating to textbooks
    • Handles checking out departmental equipment (laptop computers, projectors, digital camera, calculators, etc.) to faculty members
    • Distributes and submits the required forms to enroll graduate students in tutorial and independent study courses every semester, puts the courses on the computer system and e-mails the course outline to the student and supervising instructor
    • Completes the necessary forms to change the titles of the special topics courses for graduate students so the exact title of the course prints on their transcripts
    • Makes room reservations for classes, study sessions, seminars, meetings, and colloquia 
    • Prepares and distributes student evaluation packets; monitors the process and communicates with uTech about the statistical processing of the data. Handles check-out/check-in of student evaluations to faculty members
    • Prepares fundraising letters, thank you cards, scholarship offering, and recruiting letters for new freshmen and transfer students
    • Collects absence forms from faculty members and submits them to the Chair for approval
    • Assists the department’s student organizations with e-mailings to majors and minors, Facebook and webpage posts
    • Assists the department’s student organizations with scheduling meeting rooms, making arrangements for their organizational meetings, ordering or obtaining refreshments for the meetings, and providing secretarial assistance for membership drives
    • Greets visitors and refers them to the appropriate places
    • Answers the telephone and routes calls or takes messages
    • Receives and sorts mail for all members of the department
  • Required Qualifications:


    1. High school graduation or equivalent.
    2. Two (2) years (24 months) of work experience comparable to the Office Support Specialist duties of this series.
  • Starting Salary: $14.31/hour
  • Application Deadline: Feb 28, 2023

Employment - Information & Instructions

Complete an Employment Application online. Submit supplemental application materials, which may include transcripts, licenses, certifications, resume, and a copy of the DD214 (if applicable), via email to HR-Testing@wiu.edu.

All application materials are due in the WIU Human Resources Office no later than 4:30 p.m. the day of the application deadline.

Western Illinois University is an Affirmative Action and Equal Opportunity employer with a strong commitment to diversity and a non-discrimination policy that includes sex, race, color, sexual orientation, gender identity and gender expression, religion, age, marital status, national origin, disability, or veteran status.

For questions regarding the application process, please contact:

Human Resources Office
Sherman Hall 105
1 University Circle
Macomb, IL 61455

Phone: (309) 298-1971 ext. 1
Fax: (309) 298-2300

Email: HR-Testing@wiu.edu

Open: Monday – Friday; 8:00 a.m. – 4:30 p.m.