Office Manager - Coordinated Science Lab

Office Manager - Coordinated Science Lab

Coordinated Science Laboratory

Job Summary

Initiate and coordinate support services for the administrative matters, editorial duties, research activities, and organization of technical meetings as required by the research group. Maintain liaison between unit faculty and internal staff, external units, and outside agencies. Provide advice, information, and assistance as necessary.

Administrative Duties

Compose difficult correspondence for faculty of thegroup that requires originality, clarity, and knowledge of University andfederal agency policies along with judgment as to their application

Review all papers, reports, correspondence, and other paperwork for grammatical correctness, proper syntax, and coherency

Prepare drafts of programs and proceedings for technical conferences sponsored or co sponsored by the faculty (such as the Annual Allerton Conference on Communication, Control, and Computing).

Provides support to the Annual Allerton Conference.This may include maintaining the annual schedule of target dates, updating mailing lists, coordinating room assignments, organizing the registration, arranging for catering, audio-visual equipment, hotel rooms, etc.

Receive and screen incoming calls. Answer inquiries when appropriate or route calls to appropriate staff member. Take detailed messages and, if necessary, assemble necessary materials for return calls. Incoming calls may be from Federal agencies, industrial contractors, other university faculty or staff, or international colleagues

Review faculty incoming mail, responding to routine items independently and distributing remainder to the faculty or other appropriate staff.

Gather appointment information from faculty and input to CSL appointment portal. Verify that all information is accurate and updated as employees enter and leave the group.

Use research materials to compose material for insertion in reports and proposals

Organize weekly electronic distribution of seminar announcements

Prepare original forms and form letters as required, utilizing knowledge of the specific needs of the Coordinated Science Laboratory and standard policies of the University

Gather supporting material for research proposals, such as research background for the group, facilities description, and publication lists of research faculty.

Serve as liaison and resource person for staff of internal and external units of the University, and external agencies

Respond to inquiries of faculty, staff, graduate students, and University officials - with responses based upon knowledge of the groups, Coordinated Science Laboratory, and University policies and rules. Use discretion in responding to inquiries regarding confidential or sensitive matters

Create, update, revise, and retrieve files and records involving indexing and cross-filing requirements with responsibility for maintaining adequate, accurate, and accessible information, which may include confidential materials

Arrange for office space for students and visitors and correspond with them each semester to verify their continued use of office and need for key card access

Conduct extensive research assignments by locating documents, correspondence, and obscure materials as required by the research groups from both physical and electronic files Purchasing and Reimbursements

Utilize Department-issued credit card to relieve faculty, students and guests from travel logistics and reimbursement processing. Make travel arrangements within UI policy and secure hotel, flight, vehicle, and other reservations on behalf of travelers. Upon completion of trip, create a reimbursement report within UI policies with appropriate required supporting documentation. This will require deep knowledge of UI policies and unit standards. Use the University P-Card, T-Card and iBuy systems for purchases needed for research and events and maintain records of all the transactions

Prepare and submit reimbursement vouchers for faculty,student and guest reimbursement through the UI reimbursement system

Collaborate with colleagues for accuracy and compliance with OBFS, campus and department policies and practices.This may include: review of reports, financial statements and other written material Scheduling

Arrange meetings for the faculty, assist with agenda creation and assume responsibility for composing and dispatching notices to all participants

Prepare meeting schedules for visitors includingcoordinating schedules with all parties involved and making sure they have aplace to park and office space to use

Initiate and coordinate the office support functions required for the effective implementation of administrative policies of the research group

Perform other related duties as assigned 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 Windows, PC environment and tools (e.g. Word, Excel, PowerPoint, Outlook), phone fax, university and departmental policies regarding documents (i.e. format, confidentiality, proprietorship), travel reimbursements, and routine office expenditures.

The position also requires:

• Extensive editing skills including sentence structure, grammar, spelling, and punctuation

• Ability to communicate effectively with faculty, students, and other personnel

• Ability to read and understand University financial statements and verify expenditures• Extensive knowledge of University policies and rules, including OBFS rules and procedures

• Aptitude to work, plan, and cope with changing priorities, and work under pressure

• Ability to read and understand written material and extract important points

• Experience with Microsoft Office software applications

• Understanding of the procedures and protocols for the organization and administration of technical conferences and meetings

• Knowledge of University forms involving reports, publications, travel, personnel, requisitions, reimbursements, etc

• Ability to act with initiative and make independent decisions with a minimum of direct supervision

• Ability to act with discretion when handling sensitive or confidential information

• Capacity to select and develop appropriate criteria for solving office problems

• Aptitude to analyze and develop office policy and procedures and filing systems for the groups

• Extensive knowledge of the proper format for letters, manuscripts, proposals, memos, etc

• Possess strong communication and interpersonal skills

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 7/1/2025. The collective bargaining agreement sets a wage of $44,267.08.

For more information on Civil Service classifications, please visit the SUCSS web site at

Application Procedures & Deadline Information

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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, or by emailing .

Requisition ID: 1030661

Job Category: Administrative Support

Apply at: