Office Manager - Engineering Administration

University of Illinois Urbana-Champaign•Urbana, IL

7d•Onsite

About The Position

The Office of Undergraduate Programs in The Grainger College of Engineering at the University of Illinois Urbana-Champaign seeks an Office Manager to supervise management and clerical support for the Academic Advising Center. The position directly supports the Assistant Dean of Academic Affairs in the Undergraduate Programs Office and anticipates and responds to the office’s detailed administrative needs through independent work and supervision of assigned staff. The Office Manager coordinates academic standing processes, including end-of-term drop and probation notices, petitions, committee meetings, records, and notification distribution. The role independently manages re-entry and other academic-standing processes and serves as a primary contact and liaison for students and staff regarding withdrawals. The position manages stakeholder communications and administrative support staff, handles routine and escalated inquiries, directs students to appropriate advisors and resources, and distributes communications about academic policies and deadlines. It also supports advising operations through scheduling, meeting and conference logistics, forms, cross-campus coordination, room requests, and tutor-availability organization. The incumbent cross-trains and assists with clerical coverage in the UPO main office in Engineering Hall. This is a full-time, 12-month Civil Service appointment expected to begin as soon as possible after the application closing date. The position works full-time on the University of Illinois Urbana-Champaign campus and is not eligible for work-authorization sponsorship.

Requirements

High school diploma or equivalent.
Two years (24 months) of work experience comparable to the third level of this series.
Ability to work full-time on the University of Illinois Urbana-Champaign campus.
Submit a cover letter, resume, and names and contact information for three references.

Responsibilities

Manage end-of-term drop and probation processes, including initial notices and petitions, committee meeting arrangements, documenting committee decisions, maintaining department records, and distributing notifications electronically.
Independently manage re-entry processes and other academic-standing processes, including disciplinary materials, drop and probation notifications, and withdrawal documentation.
Serve as the primary contact for students and staff regarding withdrawal processes and act as a liaison between students and the Undergraduate Programs Office.
Support, manage, supervise, and train the Office Support Associate responsible for signing in visitors and students online and in person.
Research and verify information for Deans and advisors; independently direct students to appropriate advisors and resources; handle escalations and determine when to escalate matters to Assistant Deans or the Associate Dean.
Create and distribute mass communications to Grainger Engineering students regarding academic policies, probation, college holds, and upcoming deadlines.
Provide backup coverage for the [email protected] email address and handle routine and escalated inquiries, requests, and problems.
Serve as the unit point of contact on regulations and procedures.
Plan, organize, assign, and review administrative support staff work; participate in staff selection, training, evaluation, and search coordination.
Coordinate logistics, materials, and travel for advising team conferences and meetings.
Create and update forms to improve the efficiency of advising services.
Collaborate with cross-campus partners to execute late drop petitions, personal withdrawals, and cancellations.
Establish, revise, and manage advising schedules, incorporating information from more than 10 advisors and accounting for responsibilities, student demand, and peak periods, including campus drop deadlines and semester beginnings.
Support the CARE Program Assistant Director by scheduling group study and conference room requests and helping collect and organize tutor availability for scheduling.
Anticipate and address the Academic Advising Office’s administrative support needs through independent work and staff supervision.
Perform other duties as assigned.
Cross-train and provide coverage for clerical staff absences in the UPO main office in Engineering Hall.