Office Administrator-Mechanical Science and Engineering

University of Illinois Urbana-Champaign•Urbana, IL

19d•Hybrid

About The Position

The Department of Mechanical Science and Engineering in The Grainger College of Engineering at the University of Illinois Urbana-Champaign is seeking an Office Administrator for its Graduate Programs Office (GPO). The position performs a variety of critical administrative duties using experience, knowledge, initiative, and independent judgment, supporting graduate students, faculty, staff, and the department’s graduate programs. The Office Administrator serves as the GPO’s first point of contact, manages communications and administrative processes, supports graduate student recruitment and events, maintains department materials and web resources, and coordinates graduate program activities such as examinations, seminar requirements, English assessments, courtesy waivers, and fellowships. The position is full-time, appointed on a 12-month service basis, and may offer hybrid work options with on-campus presence as needed. The expected start date is as soon as possible after the closing date. The budgeted salary range is $50,000–$55,000.

Requirements

High school diploma or equivalent.
Either four years (48 months) of work experience comparable to the third level of the applicable series, or two years (24 months) of work experience comparable to the fourth level of the applicable series.
Ability to communicate effectively and professionally in person, by telephone, and electronically.
Demonstrated knowledge and skills using Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Ability to gain working knowledge of university systems such as BANNER, P-Card, T-Card, Slate, and Grad Recs.
Ability to perform tasks accurately and efficiently.
Time-management and organizational skills to meet deadlines.
Ability to be self-motivated and work independently.
Ability to maintain a high standard of professionalism in communication, behavior, and presentation.

Nice To Haves

Experience in an admissions office and/or an academic unit.
Experience with SLATE and/or Grad Recs.

Responsibilities

Serve as the first point of contact for the Graduate Programs Office.
Manage the GPO email inbox and independently assess and respond to inquiries from students, faculty, staff, and other constituents about graduate programs and department operations, enrollments, courses, registration, assistantship assignments, fellowships, degree requirements, and deadlines.
Maintain a professional office environment by monitoring bulletin boards and marketing materials and keeping postings current.
Manage TA appointment submissions in My.MechSE each semester and update them for changes or corrections.
Prepare correspondence requiring policy interpretation for prospective and current students, faculty, staff, and other constituents.
Use the purchasing application for purchase and travel requests.
Arrange recruitment event travel, hotel, meals, and other expenses.
Maintain the department website and MechSE Graduate Handbook.
Collaborate with GPO staff to facilitate graduate student recruiting events.
Develop and update electronic forms, presentation materials, and mailings as required.
Serve as GPO liaison with graduate student groups, including GraMS and UIUC Grad SWE; track expenses, approve purchasing, and send announcements.
Verify enrollment and program end dates for housing lease forms.
Prepare and update presentations for events, including orientation and recruitment visits, and schedule tours as needed.
Attend monthly Grainger College of Engineering meetings.
Manage PhD examinations, including announcements, committee paperwork, communications, and recording exam results.
Manage graduate student seminar course attendance tracking, completion, grades, and communications.
Manage Oral English Assessment Interview registration for internal students as required and process results.
Manage courtesy waiver requests by assessing whether requirements are met, identifying discrepancies, and determining procedural steps before submission.
Submit internal fellowships and manage award life cycles, including renewals as needed.
Remain up to date on graduate program policies and procedures, including those of the Graduate College, Grainger College of Engineering, International Students and Scholars Services, and the GEO.
Assist with processing registration requests.
Assume additional appropriate related duties to further the department’s mission.