Office Manager - Materials Science and Engineering

About the role

The Department of Materials Science and Engineering (MatSE) at the University of Illinois Urbana-Champaign is seeking a candidate for an Office Manager position to support the Graduate Programs Office.

Responsibilities

• Serve as first point of contact for the Graduate Programs Office.
• Provide administrative and scheduling support to the Associate Head of Graduate Studies and Assistant Director of Graduate Programs.
• Manage GPO email inbox, answering a broad range of questions and inquiries from students and faculty regarding graduate program and departmental operations, enrollments, required and elective courses, registration, fellowships, degree requirements, deadlines, etc.
• Prepare correspondence requiring policy interpretation to prospective students, current students, faculty, staff and other constituents, assist with graduate form processing including enrollment verification and program end dates for housing lease or other forms, etc.
• Serve as liaison for publications and communications (website, handbook, etc.) in consultation with Associate Head of Graduate Studies.
• Order and maintain office supplies for the GPO.
• Maintain graduate student records for MS and PhD students (electronic via Grad Records and paper), manage graduate student annual review process, and ensure all graduate student listservs are updated each term.
• Aid with registration requests and other relevant correspondence to graduate students regarding registration, career opportunities and resources, and other graduate student related policies.
• Manage PhD examinations including preparing announcements, committee paperwork, communication, and recording exam results (qualifying, prelim, and final examinations).
• Manage Oral English Assessment Interview (OEAI) registration and review processing of OPT, CPT, and other ISSS forms for international graduate students.
• Support all efforts of all graduate related committees by managing administrative tasks and committee meeting participation; provide administrative support for admission-related tasks.
• Manage the Graduate Awards/Fellowships committee by managing administrative tasks for internal and external Fellowship and Award submissions.
• Data Management, Assessment and Reporting
• Track post-graduation data available via Illinois Illini Success Survey and MatSE exit survey.
• Manage graduation/exit surveys and participate in exit interviews with the Department Head.
• Recruitment, Events and Communications
• Plan and organize various recruiting events and current student events or informational sessions for MS students and PhD students including event arrangements for travel, hotel, meals, and other expenses.
• Aid with presentations and event materials.
• Appointments, Finance and Purchasing
• Submit TA appointments each semester in consultation with Business Office; updating as needed for changes/corrections.
• Submit department Pcard and Tcard transactions and purchase requests as needed and provide advice regarding the appropriateness of requested expenditures.
• Perform other duties as appropriate in support of the GPO and to further the mission of the department.

Qualifications

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

Salary and Appointment Information

This is a 100% full-time Office Manager position, appointed on a 12-month 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/hr.). Hybrid work options may be available for this position after the training period is complete, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University’s Workplace Flexibility policy. The primary work schedule will be during standard business hours. However, occasional evening and other after-hours work will be required to support events such as recruiting activities. This position is not eligible for any type of sponsorship for work authorization.