Office Manager-Mechanical Science and Engineering

Office Manager Department of Mechanical Science and Engineering The Grainger College of Engineering University of Illinois Urbana-Champaign The Department of Mechanical Science and Engineering, consistently ranked in the top 6 programs in the nation, seeks qualified candidates for the position of Office Manager. This position will serve as the initial contact person and provide administrative support for the Graduate Programs Office and staff.

Duties and Responsibilities:

Graduate Program Administrative Activities:

• Serve as first point of contact for the GPO.
• Responsible for managing 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, assistantship assignments, fellowships, degree requirements, deadlines, etc.
• Creation, revision, and maintenance of publications for internal and external audiences, including departmental websites, graduate blog webpages, the MechSE Graduate Handbook, and informational bulletin boards.
• Submit TA appointments in My.

MechSE appointment app each semester; updating as needed for changes/corrections

• Prepare correspondence requiring policy interpretation to prospective students, current students, faculty, staff and other constituents.
• Submit department Pcard and Tcard transactions and purchase requests as needed and provide advice regarding the appropriateness of requested expenditures
• Provide recruitment event arrangements for travel, hotel, meals, and other expenses.
• Collaborate with GPO staff to administer graduate student recruiting events.
• Assist, develop, and prepare presentations materials, for events, orientation, recruitment visits and mailings as required.
• Serve as GPO liaison with graduate student groups, including GraMS and UIUC Grad SWE.
• Verify enrollment and program end dates for housing lease forms.
• Order and maintain office supplies for the GPO.

Graduate Program Activities:

• Facilitate management of PhD examinations including preparing announcements, committee paperwork, communication, and recording exam results.
• Manage MechSE graduate student seminar course attendance tracking, completion, and grades.
• Manage Oral English Assessment Interview (OEAI) registration and results for internal students.
• Process general fellowship forms.
• Assist with processing registration requests.

Assume additional appropriate related duties to further the mission of the department.

Minimum Qualifications:

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

Preferred Qualifications:

• Experience performing administrative duties in a graduate programs office setting.
• Experience with SLATE and Graduate Records

Knowledge, Skills and Abilities:

• Ability to communicate effectively and respond appropriately to customer needs.
• Working knowledge of Microsoft Outlook, Word, Excel, Power Point, Teams, and PowerPoint.
• Ability to gain working knowledge of university systems such as BANNER, P-Card, T-Card, Slate, and Grad Recs.
• Tasks must be accurately and efficiently performed.
• Time management and organizational skills are imperative to meet deadlines.
• Must be self-motivated and able to work independently.
• Maintains a high standard of professionalism in communication, behavior, and presentation.