Office Manager- LAS Marketing & Communications

Office Manager- LAS Marketing & Communications

College of Liberal Arts & Sciences

University of Illinois at Urbana-Champaign

The Marketing and Communications team for the College of Liberal Arts & Sciences (LAS) provides a creative and collaborative environment to support the mission and priorities of the College of LAS. This results in a dynamic, team-oriented workplace where a wide variety of projects and tasks drive the success of the team.

Job Summary

The Office Manager for the College of Liberal Arts & Sciences (LAS) Office of Marketing and Communications (MarCom) supports all administrative operations of the team to ensure efficient departmental workflow and successful completion of projects.

Administrative Support

• Coordinate and schedule meetings, including reserving rooms and managing logistics for MarCom Team.

• Prepare meeting spaces and technology to ensure smooth set-up and execution.

• Maintain and oversee MarCom team shared calendars.

• Develop and maintain standard operating procedures (SOPs) for recurring administrative and operational activities. Oversee scheduling processes such as the departmental golf cart calendar to ensure employees have appropriate authorization and understand related procedures.

• Monitor and manage the department’s email inbox, responding to inquiries and routing messages as appropriate.

• Welcome and greet visitors, provide assistance, and direct them to appropriate staff or locations

• Receive and distribute deliveries

• Liaison and primary point of contact between MarCom and LAS HR to initiate search request documentation, coordinate promotions, and streamline related HR processes.

• Coordinate the administrative aspects of staff onboarding and offboarding, including preparing position specific manuals and ensuring a smooth transition for incoming and departing employees.

• Compile and prepare reports to support data-driven decision making

• Update and maintain alumni and donor communication preferences in the campus alumni database (TED).

• Organize and maintain inventory of promotional items, office supplies, and technology equipment.

Project Management

• Maintain accurate and up-to-date information for MarCom projects within the project management system. Responsibilities include entering new projects, updating timelines and task statuses, tracking progress, and ensuring project details and documentation are current and accessible to team members.

• Assist with managing and directing project requests to the appropriate team member. Monitor incoming project requests, assess scope and requirements, and route them to the appropriate MarCom team member. Ensure requests are accurately logged, tracked, and communicated to maintain efficient project flow and timely completion.

• Communicate project details, progress, and updates to partners.

• Input, update, and maintain departmental records across shared drives, campus systems, and project management software.

• Submit and manage requests and for alumni communications using the University of Illinois Foundation project management software

Purchasing

• Serve as primary liaison to the LAS Business Office for purchasing needs. Responsible for ensuring purchasing work is completed in a timely manner so as not to delay any of the team’s projects, most of which are deadline-driven.

• Use iBuy to process purchases of office supplies, equipment, and related items.

• Manage conference registrations and associated payments.

• Arrange, book, and coordinate travel plans for MarCom team members.

• Create and process purchase orders (POs).

• Process Pcard and Tcard transactions in compliance with university policies.

Event Support

• Lead the planning, coordination, and on-site execution of departmental events such as staff retreats, quarterly strategic planning days, and the collegewide Headshot Day. Responsibilities include scheduling and reserving spaces, coordinating logistics and setup, ordering food, serving as the main liaison with vendors and internal partners, arriving early to ensure readiness, troubleshooting issues during events (e.g., audiovisual setup or equipment needs), providing hands-on support throughout the event to ensure smooth operations, and staying after the event to oversee tear-down.

• Coordinate contracts and agreements with vendors to support departmental operations and events. Responsibilities include communicating with vendors to arrange services or rentals (e.g., lighting, equipment, food, event materials), reviewing and submitting contract documentation for approval, tracking timelines and deliverables, and ensuring compliance with university purchasing and contracting policies.

• Maintain event guest lists and track RSVPs

• Prepare, assemble, and distribute materials for departmental events and meetings following provided instructions and timelines. Tasks may include compiling folders or packets, creating and organizing handouts, agendas, and other printed or digital materials, and ensuring accurate quantities and distribution to appropriate attendees or locations.

Facilities

• Point of contact for MarCom facility needs and submit work orders as needed.

• Manage keycard access for Marcom staff.

• Primary contact and vendor liaison for copier services and ensures proper maintenance and functionality of office equipment, submitting work orders as needed.

• Coordinator for the MarCom emergency response plan.

• Primary contact and vendor liaison for golf cart. Ensure proper maintenance and functionality.

Technical Support

• Support routine website maintenance by updating content and images to ensure accuracy and consistency. Responsibilities include editing general content on web pages, uploading or optimizing images, and collaborating with team members to keep the College of LAS staff directory and related web content current and aligned with branding standards.

• Create and maintain email recipient lists to ensure communications reach the appropriate audiences and remain accurate and up to date.

Required 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

• Ability to communicate effectively with others
• Commitment to creating an inclusive environment
• Solid interpersonal skills
• Ability to interact with a broad array of internal and external constituents
• Ability to be self-motivated, work independently, and prioritize tasks
• Strong decision-making skills and judgment
• Ability to work under tight deadlines while balancing multiple projects
• Solid organizational skills that prioritize accuracy and attention to detail
• Proficiency in Microsoft Office Suite, including Outlook, Teams, Excel, Word
• Experiencing using project management software
• Knowledge of University purchasing systems and procedures
• Experience using or ability to learn the University of Illinois Foundation alumni database (TED)

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 the deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $46,975.50. Sponsorship for work authorization is not available for this position. Hybrid work options may be available for this position after an initial on-site training period, with the ability to be on-site at the University of Illinois UrbanaChampaign campus as needed per the University’s Workplace Flexibility policy.
For more information on Civil Service classifications, please visit the SUCSS web site at

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on February 20, 2026 . To apply for this position, please create a candidate profile at use the Apply Now button on the posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences.

Applications not submitted through 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 [email protected]. 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 [email protected].

Requisition ID : 1035087

Job Category : Administrative Support

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