Office Manager

Department of Chemistry

University of Illinois at Urbana-Champaign

Job Summary

Duties & Responsibilities

• Serves as main point of contact for inquiries regarding General Chemistry. Communicates independently to students, faculty and staff in and outside the department regarding course, division, and university policies and procedures.

• Arranges and schedules Division meetings for Associate Head and General Chemistry Supervisor

• Drafts and finalizes memos and letters for Associate Head and other General Chemistry faculty uses. Reviews and edits documents prepared by faculty content and appropriate spelling, punctuation, syntax, and format; modifies as necessary.

• Reviews incoming mail and responds to those items not specifically requiring the attention of the Associate Head or other General Chemistry faculty.

• Anticipates and responds to the detailed office support needs of Associate Head and other faculty through the independent performance of basic scheduling, making copies, and word processing. Serves as backup for office support team member.

• Helps to plan staff workload (of incumbent and other office support team member) in the General Chemistry Office. Assists with staff selection and training of office support duties.

• Oversees preparation of student exams ensuring accuracy of exam forms to be printed, enrollments, and room assignments for secure distribution.

• Initiates and manages confidential records such as student grades, proficiency exams, course credits and teaching assistant application files. Exercises discretion to handle sensitive information.

• Assists faculty with graduate teaching assistant (TA) hiring and assignment process.

• Tracks and reports enrollment data throughout the semester for Divisional analysis and action.

• Purchases equipment and supplies for laboratory uses, faculty teaching needs and outreach initiatives. Adheres to budgetary restrictions and business process requirements, maintaining appropriate documentation.

• Arranges travel and prepares reimbursements for faculty and staff; including those working on external grants.

• Assists in facilitating faculty and staff hosting and participation in local, state, and national events and conferences. Includes scheduling events, coordinating participant materials for participants, and preparing reimbursements.

• Performs other related duties as assigned.

Required Qualifications

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

Preferred Qualifications

• Ability to exercise initiative, confidentiality, discretion and sound judgment.
• Ability to effectively communicate with others
• Effective time management skills
• Ability to establish and maintain professional and cooperative relationship with faculty, staff and students
• Commitment to creating an inclusive environment
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
• Ability and initiative to pursue relevant training.

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 deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $46,975.50. 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 October 27, 2025. Apply for this position, please create a candidate profile at https://jobs.illinois.edu, use the Apply Now button on the posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences.

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 lascollegehiring@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: 1033012
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu