Office Manager - Associate Dean for Research - School of Information Sciences

University of Illinois Urbana-Champaign•Urbana, IL

11d

About The Position

The School of Information Sciences at the University of Illinois Urbana-Champaign is hiring a full-time Office Manager in Research Services. The position provides primary administrative support to the Associate Dean for Research and assists with research services activities and operations to support effective research initiatives. This is a 100% full-time Civil Service position appointed on a 12-month basis. The expected start date is as soon as possible after the search close date. The position is represented by a collective bargaining agreement, and the stated wage is $47,915.40. Work authorization sponsorship is not available.

Requirements

High school diploma or equivalent.
At least two years (24 months) of qualifying education and/or experience, based on the posting's stated conversion of college coursework and degree credits, or work experience performing office or clerical activities using computer systems.
One year (12 months) of work experience comparable to the second level of the applicable series.
Strong organizational and analytical skills and attention to detail.
Excellent communication skills.
A high degree of initiative and independent judgment, with the ability to establish priorities.
Excellent judgment and discretion, particularly when handling confidential or sensitive information.

Nice To Haves

Experience with University systems such as Emburse and MyUIFinancials.

Responsibilities

Provide daily administrative support to the Associate Dean for Research, including calendar management, meeting scheduling and materials, and travel arrangements and reimbursements.
Track research services activities, tasks, and deadlines and keep the Associate Dean for Research and research services staff informed.
Arrange domestic and international travel for postdoctoral researchers, research fellows, PhD students, invited speakers, and faculty, including booking flights and hotels and registering for conferences or meetings using appropriate grant or fund sources.
Assist the Associate Dean for Research, PhD Program Director, and PhD Coordinator with PhD student travel as needed.
Provide backup support for maintaining and updating faculty grant, research gift, and ICR budget-balance spreadsheets by reviewing and retrieving data from MyUIFinancials.
Send budget-balance spreadsheets to faculty monthly as directed by the Associate Director for Research Services.
Support iSchool committees by coordinating availability and meetings, preparing and distributing agendas and materials, managing Box folders or MS Teams spaces, recording meeting notes, and filing and distributing them.
Schedule research services staff meetings, assist with preparation, and take notes.
Monitor research services inboxes and forward, respond to, or assign messages through the ticketing system.
Support research services staff activities as needed, including backup for research travel reimbursements and P-card purchases, entering the Associate Dean for Research's appointments in the HR appointment app, and coordinating the iSchool postdoctoral program.
Draft routine and special correspondence for principal investigators, visiting scholars and institutional guests, PhD students, and postdoctoral researchers; provide editorial review and routing assistance for letters of support for campus and external grants and awards.
Assist the Associate Dean for Research and Associate Director for Research Services with special projects and tasks.
Assist with research services and iSchool event planning, coordination, setup, cleanup, and attendance, including events such as the research showcase and convocation.
Perform other duties as assigned.