The Department of Electrical and Computer Engineering (ECE) in The Grainger College of Engineering seeks applicants for an Office Manager position. Under direction of the Associate Director of Academic Programs, this position provides administrative support for specialized functions within the Undergraduate and Graduate Academic Office in ECE.

Duties and Responsibilities:

· Manage detailed records for the Scholarships, Awards, and Fellowship programs for undergraduate and graduate students, including:

o Arrange and conduct meetings for the Undergraduate Scholarship/Awards Committee and the Graduate Awards/Fellowship Committee.

o Provide guidance on funding expenditures using financial account information provided by the ECE Business Office.

o Advertise scholarships, awards, and fellowships to appropriate students and faculty according to criteria from the fund agreements or donors.

o Collect and organize information for nomination/application packets to be used by committees.

o Coordinate with the ECE Office of Advancement to notify students, faculty, and donors of results and to record winners on the ECE website.

o Update ECE scholarships and awards websites to ensure accurate information.

o Responsible for scholarship and award payments using Departmental Award Web System (DAWS) and Foreign National Payment e-Form.

o Responsible for funding requests for Independent Study Funding and Leung Student Venture Fund Award.

o Responsible for rating forms for the Graduate College Fellowship Office and coordinate signing of NOAs with fellowship recipients.

o Collaborate with colleagues to plan the annual ECE Student Awards and Recognition Banquet Event including arranging for space and meals, coordinating presentation materials, event booklet, and plaques, maintaining the recipient list for invitations, attending the banquet, and distributing name tags.

· Using in depth knowledge, serve as the initial contact for current and prospective graduate students by determining needs and handling routine and complex inquiries, requests, and issues. Responsibilities include:

o Triage telephone calls and visitors.

o Respond to incoming emails and inquiries from applicants to the ece-grad-apps email.

o Manage student requests to meet with an advisor using sound judgement to prioritize.

o Arrange prospective graduate students' (and family) requests and visits. Arrange for meetings with faculty members and a tour of the ECE laboratories.

· Manage Graduate Recruiting Coordination:

o Coordinate with the Faculty Chair to schedule and prepare the agenda for Graduate Recruitment Committee meetings and attend all meetings.

o Provisional Admit Program (program offering admission to graduate school to ECE's top undergraduates): Gather data for the committee, notify students of the program, coordinate event details, update student information on the ECE website, track students' admission process, and refund application fees.

o Undergraduate Event for Selected Juniors and Seniors (event to promote graduate study opportunities): Manage event logistics and send email invites to students.

o Spring Graduate Student Visit (program offering top applicants a campus visit): Manage room and meal reservations and registration, compile packet material, create student itineraries, and coordinate with the ECE Business Office to process travel reimbursements.

o P-Card and T-Card holder; process transactions for graduate recruitment activities.

o Assist with recruitment visits organized by the graduate college as needed (i.e. MERGE).

· Submit appointments for undergraduate graders and course assistants in the my.ECE portal. Work with faculty to assign undergraduate graders and course assistants to appropriate classes, input their appointment requests in the my.ECE portal, work with HR to follow up on appointments, and inform instructors of assigned graders and course assistants for their respective courses.

· New Graduate Student Orientation: Arrange space and meals and coordinate speakers for the agenda and informational materials.

· Assist with the processing of Feedback on the Learning Experience Survey (FLEX) forms for faculty members and teaching assistants. Complete forms for faculty, sort and distribute ordered forms, and poll teaching assistants to determine eligibility of FLEX. Calculate faculty teaching effort utilizing department approved formula and record information in the my.ECE portal.

· Register graduate students for the Oral English Assessment Interview (OEAI) and distribute the results.

· Coordinate the Highest Honors Program: Gather data, inform qualified students, collect applications, send forms to project advisors for approval, and inform the college of ECE's approved list.

· Other duties as assigned to support the academic mission of the ECE department.

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Minimum Qualifications:

· · · High school diploma or equivalent.

· Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills and Abilities:

· · · Proficiency in computer spreadsheet processing and database packages, the internet, basic website maintenance, and University of Illinois on-line forms and applications (BANNER).

· Ability to apply and ensure compliance with ECE and the University of Illinois’ policies and procedures. Current FERPA training.

· Excellent interpersonal skills.

· Analytical and problem-solving skills.

· Ability to work independently and excellent decision-making skills.

· Effective verbal, listening, and written communication skills.

· Attention to detail skills and accuracy in preparing and entering information.

· Effective organizational skills.

· Ability to compile material from various sources and assemble the material in an orderly, concise, and readily understandable manner.

· Ability to work under time pressures to meet deadlines.

· Ability to maintain strict confidentiality in performing the duties associated with this position.

· Must possess cultural awareness, sensitivity, and tact.

APPOINTMENT INFORMATION

This is a full-time Civil Service Office Manager position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. 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 $46,975.50 ($24.090/hour). This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy. Sponsorship for work authorization is not available for this position.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on December 8, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. 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 Amy Meharry at amym@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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 must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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 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: 1033733
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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