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.

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 ($24.09/hour).
• Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University’s Workplace Flexibility policy
• This position is not eligible for any type of sponsorship for work authorization.

For more information on Civil Service classifications, please visit the SUCSS web site at .

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on Friday, May 29, 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 professional references. In order to be considered as a transfer candidate, you must apply for this position. 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 Hannah Dorsey at [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.

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 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.

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 : 1036143

Job Category : Administrative Support

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