Office Manager - Carl R. Woese Institute for Genomic Biology

Office Manager - Carl R. Woese Institute for Genomic Biology

Carl R. Woese Institute for Genomic Biology

The Carl R. Woese Institute for Genomic Biology (IGB) is an interdisciplinary research institute at the University of Illinois Urbana-Champaign, built on a team-science approach. Its mission is to advance life sciences research, engage the public in understanding the impact of genomic discoveries, and foster bioeconomic development across Illinois. IGB researchers lead groundbreaking genomic studies that tackle critical societal challenges in food security, energy, health, technology, and environmental sustainability. The institute’s administrative infrastructure is designed to support dynamic research themes, enabling them to evolve with emerging discoveries, innovative methods, and changing needs.

Job Summary

Provides administrative support to the Infection genomics for One Health (IGOH) theme, using experience, knowledge, initiative, and professional judgement. This includes but is not limited to purchasing, events, travel, and general operational tasks.

Duties & Responsibilities

• Operational Support
  
  
  • Manages and supports calendar needs for theme leadership and conference rooms, using judgment to prioritize and schedule meetings. Prepares materials, coordinates logistics for on- and off-site meetings, communicates with participants, and serves as a resource for internal and external staff.
  • Serves as a liaison and resource for IGOH and assigned themes, handling inquiries, requests, and concerns from internal and external stakeholders. Communicates unit policies and procedures, ensuring alignment with University and Institute guidelines, and manages confidential or sensitive information as needed.
  • Receives and processes all incoming mail for the theme and responds to items as appropriate.
  • Maintains overall awareness of activities within the research theme and Carl R. Woese Institute for Genomic Biology. Keeps theme members apprised when essential or impactful information is shared.
  • Collaborates with team members and other units or themes to analyze and implement efficient administrative procedures and processes that support the unit’s operations.
• Travel & Events
  
  
  • Coordinates and facilitates organizational activities, events, and travel for assigned research themes in accordance with university policies and procedures.
  • Plans and manages logistics for conferences, meetings, and events held on- or off-campus, including hotel contracts, audiovisual needs, meals, conference room reservations, and guest accommodations.
  • Provides guidance on travel regulations and best practices, and coordinates group and individual travel arrangements for faculty, staff, and non-employees to ensure compliance with university and unit requirements.
• Purchasing
  
  
  • Serves as a P-Card and T-Card holder for IGOH and designated theme members to complete purchases when a purchase order is unavailable or other cardholder limits are exceeded.
  • Prepares, reviews, and submits administrative documentation, including small purchase waivers, special payment forms, and other required financial or operational forms. Process human subject payments as needed.
  • Processes travel reimbursements and expense reports using the university’s expense management system, Emburse.
  • Process requests for supplies, equipment, and services, which involve creating purchase orders, requesting and reviewing quotes, and applying proper accounting codes.

Additional Physical Demands

The work involves sitting for long periods of time.
This position may include occasional work outside of business hours for special events.
The employee works in an open area for the one of the research themes, which is frequently visited by faculty distributing work and instructions for each job, students requiring help or information, and occasionally the general public needing assistance.
This employee will frequently encounter complex and time sensitive situations that require the consistent application of tact, composure, and sound judgement, using resources to assist through the process.

Minimum Qualifications

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

Knowledge, Skills and Abilities

• Knowledge of Microsoft Office and ability to adapt to new technology as relevant.
• Ability to act with initiative and make decisions with a minimum of direct supervision.
• Strong communication and interpersonal skills. Ability to communicate with and obtain cooperation from personnel, faculty, students, vendors, and all individuals.
• Ability to plan work with changing priorities and work under pressure.
• Ability to exercise good judgement in fulfilling job obligations.
• Knowledge of University policies and procedures regarding travel and purchasing
• Ability to use University systems for travel and purchasing, including Emburse, P-card, T-card, iBuy, Box, Smartsheet, etc.

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 12/15/2025. The collective bargaining agreement sets the starting wage at $46,975.50 per year. Sponsorship for work authorization is not available for this position.


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 December 8, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 Jana Lenz at [email protected]. For questions regarding the application process, please contact 217-333-2137.

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 accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [email protected].

Requisition ID : 1034006

Job Category : Administrative Support
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