Office Manager - Carl R. Woese Institute for Genomic Biology

Carl R. Woese Institute for Genomic Biology

Job Summary

Duties & Responsibilities

• Purchasing
  • Process purchase order requests for supplies, equipment, and services by submitting requisitions, reviewing contract terms, and applying correct accounting codes in university systems.
  • Manage recurring purchase orders and resolve related invoice issues to ensure timely payments.
  • Use streamlined procedures for team order requests and maintain clear communication with requestors, departments, and vendors.


• Event Planning
  • Assist with logistical and organization planning of theme events, guest visits, meetings and workshops including lodging, catering, and travel.
  • Assist with preparation, gathering and coordination of materials and A/V needs.
  • Provide in-person support for events as needed.


• Operational Support
  • Serve as a liaison and resource person for the research theme(s) with internal and external units of the University. Participates in the onboarding process for new theme members (faculty, students, postdocs, etc), which includes gathering and maintaining data for the theme directory.
  • Assist with conference room reservations upon request. Schedules meetings on behalf of leadership and administrative team.
  • Distribute incoming mail to theme members. Coordinates and schedules swag, books, and communication materials shipments as needed. Maintains inventory of administrative supplies. Reviews and monitors administrative expenses upon request.
  • Create, maintain and update documents as needed, including Standard Operation Procedures (SOPs) for position specific tasks. Maintains research theme files using electronic Box folders. Documents may include confidential and/or technical material. Performs other related duties as assigned.


• Travel Planning
  • Assist with travel arrangements: prepare and process travel request forms; reserve lodging, transportation and conference registration; prepare and process all travel expense reimbursement reports in the travel reimbursement system. Includes travel for non-employees.

Additional Physical Demands

Minimum Qualifications

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills and Abilities

• Knowledge of Microsoft Office
• Ability to act with initiative and make independent decisions with a minimum of direct supervision
• Strong communication and interpersonal skills. Ability to communicate with and obtain cooperation from personnel in other offices
• Ability to plan work with changing priorities and work under pressure
• Ability to exercise good judgement in fulfilling job obligations
• Preferred: *Knowledge of University policies and procedures regarding travel and purchasing *Ability to use University systems for travel and purchasing, including Emburse, P-card, T-card, iBuy, Box, Smartsheet, etc.

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 after 9/1/2025. The collective bargaining agreement sets a starting wage of $46,055.10. 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 Monday, July 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 Jana Lenz at janalenz@illinois.edu. 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 accessibility@illinois.edu.

Requisition ID: 1031742
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu