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 Academic Office in the Department of Electrical and Computer Engineering (ECE).

Duties and Responsibilities:

· Using in depth knowledge of department and University academic policies and procedures, serve as the primary point of contact for the Undergraduate Academic Office by determining needs and handling routine and complex inquires, requests, and issues. Responsibilities include:

o Triage telephone calls, visitors, and emails and inquiries sent to the ece-advisor email.

o Manage walk-in and scheduled student requests to meet with an undergraduate advisor by assessing priority based on department guidelines, monitoring advisor availability, and scheduling appointments with advisors.

· Manage the textbook ordering process for undergraduate courses:

o Obtain order requests from faculty and advise on this process.

o Create and maintain a comprehensive log of book orders.

o Compile and update a list of department courses and corresponding books.

o Prepare and submit textbook orders for bookstores and to Publishing Companies adjusting orders based on course enrollment.

o Distribute textbooks to faculty.

· Manage the Undergraduate Symposium:

o Create and distribute emails to potential students.

o Prepare and distribute notices and program materials for seminars and events.

o Maintain records of submitted abstracts.

o Request prize payment for award recipients.

· Assist undergraduate students with senior theses:

o Process independent study applications, obtain signatures from the Associate Heads within the Undergraduate Academic Office, and send course registration numbers to students.

o Schedule symposium presentations, including organizing the PowerPoint presentations for each session.

o Send deadline reminders to students and advisors.

o Create a Box folder for each student and their advisor.

· Manage the undergraduate student mentor program:

o Assign undergraduate mentors per departmental guidelines to new students and make reassignments for existing students as needed.

o Coordinate with IT to launch, maintain, and update the online mentoring system.

o Prepare and send information packets and reminders to students and faculty.

o Manage UI Integrate holds for students who have connected with their assigned mentor.

· Assist in the Academic Warning process:

o Gather updated and approved End of Term (EOT) materials for the academic warning process.

o Coordinate with IT to initiate and update the academic warning online system.

o Under the guidance of the Chief Academic Advisor, manage UI Integrate holds for students.

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

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:

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

· Knowledge of ECE and University administrative and clerical procedures and systems such as Microsoft Office, managing files and records, and other office procedures.

· Proficiency in University of Illinois on-line forms and applications (Banner and Undergrad Recs).

· Ability to provide front-line customer service and communicate respectfully and effectively with individuals from a wide range of cultural backgrounds and perspectives.

· Excellent interpersonal skills.

· Attention to detail skills and high level of accuracy.

· Ability to work independently using sound judgement.

· Ability to multi-task and work under time pressure to meet deadlines.

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. This position is not eligible for any type of sponsorship for work authorization.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on March 9, 2026. 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.

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.

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

Requisition ID: 1035121
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

Apply now

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