Office Manager - Electrical and Computer Engineering

University of Illinois Urbana-Champaign, IL•Urbana, IL

32d•Onsite

About The Position

The Department of Electrical and Computer Engineering (ECE) in The Grainger College of Engineering seeks applicants for an Office Manager position. Under direction of the Associate Director of Academic Programs, this position provides administrative support for specialized functions within the Undergraduate and Graduate Academic Office in ECE.

Requirements

High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.
Proficiency in computer spreadsheet processing and database packages, the internet, basic website maintenance, and University of Illinois on-line forms and applications (BANNER).
Ability to apply and ensure compliance with ECE and the University of Illinois' policies and procedures. Current FERPA training.
Excellent interpersonal skills.
Analytical and problem-solving skills.
Ability to work independently and excellent decision-making skills.
Effective verbal, listening, and written communication skills.
Attention to detail skills and accuracy in preparing and entering information.
Effective organizational skills.
Ability to compile material from various sources and assemble the material in an orderly, concise, and readily understandable manner.
Ability to work under time pressures to meet deadlines.
Ability to maintain strict confidentiality in performing the duties associated with this position.
Must possess cultural awareness, sensitivity, and tact.

Responsibilities

Manage detailed records for the Scholarships, Awards, and Fellowship programs for undergraduate and graduate students
Arrange and conduct meetings for the Undergraduate Scholarship/Awards Committee and the Graduate Awards/Fellowship Committee.
Provide guidance on funding expenditures using financial account information provided by the ECE Business Office.
Advertise scholarships, awards, and fellowships to appropriate students and faculty according to criteria from the fund agreements or donors.
Collect and organize information for nomination/application packets to be used by committees.
Coordinate with the ECE Office of Advancement to notify students, faculty, and donors of results and to record winners on the ECE website.
Update ECE scholarships and awards websites to ensure accurate information.
Responsible for scholarship and award payments using Departmental Award Web System (DAWS) and Foreign National Payment e-Form.
Responsible for funding requests for Independent Study Funding and Leung Student Venture Fund Award.
Responsible for rating forms for the Graduate College Fellowship Office and coordinate signing of NOAs with fellowship recipients.
Collaborate with colleagues to plan the annual ECE Student Awards and Recognition Banquet Event including arranging for space and meals, coordinating presentation materials, event booklet, and plaques, maintaining the recipient list for invitations, attending the banquet, and distributing name tags.
Using in depth knowledge, serve as the initial contact for current and prospective graduate students by determining needs and handling routine and complex inquiries, requests, and issues.
Triage telephone calls and visitors.
Respond to incoming emails and inquiries from applicants to the ece-grad-apps email.
Manage student requests to meet with an advisor using sound judgement to prioritize.
Arrange prospective graduate students' (and family) requests and visits. Arrange for meetings with faculty members and a tour of the ECE laboratories.
Manage Graduate Recruiting Coordination
Coordinate with the Faculty Chair to schedule and prepare the agenda for Graduate Recruitment Committee meetings and attend all meetings.
Provisional Admit Program (program offering admission to graduate school to ECE's top undergraduates): Gather data for the committee, notify students of the program, coordinate event details, update student information on the ECE website, track students' admission process, and refund application fees.
Undergraduate Event for Selected Juniors and Seniors (event to promote graduate study opportunities): Manage event logistics and send email invites to students.
Spring Graduate Student Visit (program offering top applicants a campus visit): Manage room and meal reservations and registration, compile packet material, create student itineraries, and coordinate with the ECE Business Office to process travel reimbursements.
P-Card and T-Card holder; process transactions for graduate recruitment activities.
Assist with recruitment visits organized by the graduate college as needed (i.e. MERGE).
Submit appointments for undergraduate graders and course assistants in the my.ECE portal.
Work with faculty to assign undergraduate graders and course assistants to appropriate classes, input their appointment requests in the my.ECE portal, work with HR to follow up on appointments, and inform instructors of assigned graders and course assistants for their respective courses.
New Graduate Student Orientation: Arrange space and meals and coordinate speakers for the agenda and informational materials.
Assist with the processing of Feedback on the Learning Experience Survey (FLEX) forms for faculty members and teaching assistants.
Complete forms for faculty, sort and distribute ordered forms, and poll teaching assistants to determine eligibility of FLEX.
Calculate faculty teaching effort utilizing department approved formula and record information in the my.ECE portal.
Register graduate students for the Oral English Assessment Interview (OEAI) and distribute the results.
Coordinate the Highest Honors Program: Gather data, inform qualified students, collect applications, send forms to project advisors for approval, and inform the college of ECE's approved list.
Other duties as assigned to support the academic mission of the ECE department.