Office Manager

Department of Mechanical Science and Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Department of Mechanical Science and Engineering, consistently ranked in the top 6 programs in the nation, seeks qualified candidates for the position of Office Manager. This position will serve as the initial contact person for graduate students and others in the Graduate Programs Office (GPO) and provide administrative support for the Graduate Programs Office and staff as necessary.

Duties & Responsibilities

Graduate Support Activities:

• Serve as first point of contact for the GPO.
• Responsible for managing GPO email inbox, answering a broad range of questions and inquiries from students and faculty regarding graduate program and departmental operations, enrollments, required and elective courses, registration, assistantship assignments, fellowships, degree requirements, deadlines, etc.
• Maintain a professional environment by monitoring bulletin boards and marketing materials, replacing past event postings with current postings, keeping materials current.
• Submit TA appointments in My.MechSE appointment app each semester; updating as needed for changes/corrections
• Prepare correspondence requiring policy interpretation to prospective students, current students, faulty, staff and other constituents.
• Submit department Pcard and Tcard transactions and purchase requests as needed.
• Provide recruitment event arrangements for travel, hotel, meals, and other expenses.
• Maintain website and MechSE Graduate Handbook.
• In collaboration with GPO staff administer graduate student recruiting events.
• Develop and update electronic forms, presentation materials, and mailings as required.
• Serve as GPO liaison with graduate student groups, including GraMS and UIUC Grad SWE.
• Verify enrollment and program end dates for housing lease forms.

Graduate Program Activities:

•Provide support with the application processing in Slate and Grad Apps; approximately 800-1000 applications during the fall admissions cycle and 400-500 applications during the spring cycle annually.
• Facilitate management of PhD examinations including preparing announcements, committee paperwork, communication, and recording exam results.
• Manage MechE graduate student seminar course attendance tracking, completion, and grades.
• Manage Oral English Assessment Interview (OEAI) registration for internal students as required and process results.
• Process general fellowship forms.
• Assist with processing registration requests.
• Assume additional appropriate related duties to further the mission of the department.

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 in an admissions office and/or academic unit.
Experience with SLATE and Grad Applications.

Knowledge, Skills and Abilities
Ability to effectively and professionally communicate with others in person, on the telephone, and electronically.
Working knowledge of Microsoft Outlook, Word, Excel, Power Point, Teams, and SharePoint
Ability to gain working knowledge of University systems such as BANNER, P-Card, T-Card, Slate, and Grad Apps
Tasks must be accurately and efficiently performed.
Time management and organizational skills are imperative to meet deadlines.
Must be self-motivated and able to work independently.
Maintains a high standard of professionalism in communication, behavior, and presentation.

This position is located in a shared office setting with walk-in traffic and interruptions throughout the day.

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 the close date. Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Manager classification is $44,267.08 ($22.70/hour). Sponsorship for work authorization is not available for this position.

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 May 28, 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 Hannah Dorsey, hdorsey@illinois.edu. For questions regarding the application process, please contact 217-333-2137.