Office Manager - Coordinated Science Lab

Coordinated Science Laboratory

Job Summary

Initiate and coordinate support services for the administrative matters, editorial duties, research activities, and organization of technical meetings as required by the research group. Maintain liaison between unit faculty and internal staff, external units, and outside agencies. Provide advice, information, and assistance as necessary.

Administrative Duties

· Compose difficult correspondence for faculty of the group that requires originality, clarity, and knowledge of University and federal agency policies along with judgment as to their application.

· Review all papers, reports, correspondence, and other paperwork for grammatical correctness, proper syntax, and coherency

· Prepare drafts of programs and proceedings for technical conferences sponsored or co­ sponsored by the faculty.

· Receive and screen incoming calls. Answer inquiries when appropriate or route calls to appropriate staff member. Take detailed messages and, if necessary, assemble necessary materials for return calls. Incoming calls may be from Federal agencies, industrial contractors, other university faculty or staff, or international colleagues

· Review faculty incoming mail, responding to routine items independently and distributing remainder to the faculty or other appropriate staff.

· Gather appointment information from faculty and input to department appointment portal. Verify that all information is accurate and updated as employees enter and leave the group.

· Use research materials to compose material for insertion in reports and proposals

· Organize weekly electronic distribution of seminar announcements

· Prepare original forms and form letters as required, utilizing knowledge of the specific needs of the department and standard policies of the University

· Gather supporting material for research proposals, such as research background for the group, facilities description, and publication lists of research faculty.

· Serve as liaison and resource person for staff of internal and external units of the University, and external agencies

· Respond to inquiries of faculty, staff, graduate students, and University officials – with responses based upon knowledge of the groups, Coordinated Science Laboratory, Information Trust Institute, and University policies and rules. Use discretion in responding to inquiries regarding confidential or sensitive matters

· Create, update, revise, and retrieve files and records involving indexing and cross-filing requirements with responsibility for maintaining adequate, accurate, and accessible information, which may include confidential materials

· Arrange for office space for students and visitors and correspond with them each semester to verify their continued use of office and need for key card access

· Conduct extensive research assignments by locating documents, correspondence, and obscure materials as required by the research groups from both physical and electronic files

· Assist with the coordination and hosting of onsite events and activities that support funded research projects, exercises, and academic events

· Support staff with coordination of shipping and receiving

Purchasing and Reimbursements

· Utilize Department-issued credit card to relieve faculty, students and guests from travel logistics and reimbursement processing. Make travel arrangements within UI policy and secure hotel, flight, vehicle, and other reservations on behalf of travelers. Upon completion of trip, create a reimbursement report within UI policies with appropriate required supporting documentation. This will require deep knowledge of UI policies and unit standards. Use the University P-Card, T-Card and iBuy systems for purchases needed for research and events and maintain records of all the transactions

· Prepare and submit reimbursement vouchers for faculty, student and guest reimbursement through the UI reimbursement system.

· Collaborate with colleagues for accuracy and compliance with OBFS, campus and department policies and practices. This may include: review of reports, financial statements and other written material

Scheduling

· Arrange meetings for the faculty, assist with agenda creation and assume responsibility for composing and dispatching notices to all participants

· Prepare meeting schedules for visitors including coordinating schedules with all parties involved and making sure they have a place to park and office space to use.

· Initiate and coordinate the office support functions required for the effective implementation of administrative policies of the research group

· Perform other related duties as assigned

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.

Preferred Qualifications

Requires knowledge of Microsoft Windows, PC environment and tools (e.g. Word, Excel,
PowerPoint, Outlook), phone fax, university and departmental policies regarding
documents (i.e. format, confidentiality, proprietorship), travel reimbursements, and
routine office expenditures.

Knowledge, Skills and Abilities

• Extensive editing skills including sentence structure, grammar, spelling, and punctuation.
• Ability to communicate effectively with faculty, students, and other personnel.
• Ability to read and understand University financial statements and verify expenditures.
• Extensive knowledge of University policies and rules, including OBFS rules and procedures.
• Aptitude to work, plan, and cope with changing priorities, and work under pressure.
• Ability to read and understand written material and extract important points.
• Understanding of the procedures and protocols for the organization and administration of technical conferences and meetings.
• Knowledge of University forms involving reports, publications, travel, personnel, requisitions, reimbursements, etc.
• Ability to act with initiative and make independent decisions with a minimum of direct supervision.
• Ability to act with discretion when handling sensitive or confidential information.
• Capacity to select and develop appropriate criteria for solving office problems.
• Aptitude to analyze and develop office policy and procedures and filing systems for the group.
• Extensive knowledge of the proper format for letters, manuscripts, proposals, memos, 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 3/2/2026. The collective bargaining agreement sets a wage of $46,975.50. This position is not eligible for any type of sponsorship for work authorization.

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 February 23, 2026. 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 Jennifer Drennan at jldrenna@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

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.

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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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

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Requisition ID: 1034807
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu