Office Manager- Big Ten Academic Alliance

About the role

The Big Ten Academic Alliance, a consortium of Big Ten universities headquartered in Champaign, IL, is seeking an Office Manager. This position plays a critical role in arranging travel and processing reimbursements through the University of Illinois travel system, as well as supporting events.

Responsibilities

• Provides guidance and consultation to staff regarding Big Ten Academic Alliance travel policies, procedures, and best practices; develops and maintains travel resources, checklists, and reference materials to support efficient and compliant travel processes.
• Maintains current knowledge of University travel policies, procedures, and regulatory requirements to ensure institutional and sponsor compliance.
• Collections, reviews, and reconciles post-travel expense documentation in accordance with University policy; prepares and submits expense reimbursements through the University travel system in a timely and accurate manner.
• Coordinates travel logistics and provides administrative support for speakers, guests, and external partners participating in stakeholder meetings, conferences, and special events, in collaboration with programmatic staff.
• Processes travel reimbursements for guests and participants supported through grant-funded and other externally sponsored programs, ensuring compliance with sponsor guidelines and Big Ten Academic Alliance requirements.
• Checks availability of event venues, reserves venues appropriate for each event, arranges for audio/visual/IT equipment as needed, arranges for catering services, secures hotel blocks at nearby hotels, and arranges transportation, in collaboration with programmatic staff.
• Ensures the appropriate contracts are in place for each of the items above and that payments are processed in a timely and efficient manner, in coordination with the Finance Team.
• Provides administrative support for the President’s Administrative Assistant and other designated staff members, as well as perform other duties as assigned.

Qualifications

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

Benefits

The Big Ten Academic Alliance offers a competitive benefits package, including Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. The position is eligible for benefits.