Office Manager - Electrical and Computer Engineering
University of Illinois

Job Info

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Office Manager

Electrical and Computer Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Department of Electrical and Computer Engineering in The Grainger College of Engineering seeks applicants for an Office Manager position. This position will p rovide administrative and operational support, under general supervision, to faculty members, emeritus professors, visiting scholars, postdocs, fellows, and research/teaching assistants in the Power and Energy Systems Area in the Department of Electrical and Computer Engineering.

Duties and Responsibilities:

• Arrange travel as requested by faculty members, students, visiting scholars, postdocs, and researchers including conference registration, different modes of travel (air, bus and/or train), and lodging reservations. Obtain and evaluate alternative air and lodging to determine the most cost effective and convenient itinerary. Complete all travel reimbursements and obtain proper paperwork to process reimbursements. This includes collecting all documents required by the university to authorize reimbursement along with obtaining purpose of the trip/explanation for travel from the individual traveling. This includes all computer based per diem computation, justifications, housing expense limitations and travel rules.

• Lead preparations for the annual Power Affiliates Annual Report: Responsible for obtaining faculty travel data, student abstracts, publications from biographical data forms, and speaker/seminar information. Review report for errors and overall quality control.

• Lead preparations for and hosting of the Annual Power Affiliates Program Review: Responsible for organizing all logistics of the event. Keep Director informed of deadlines and action items to be performed. Maintain the Power Affiliates Program's database and mailing list. Update the Power and Energy Systems area web site with the yearly review program, presentations, and report.

• Lead the Grainger Awards for ECE: Responsible for maintaining application forms on the Power and Energy System website, gathering applications from the eligible students, and providing the power area selection committee with the data report and resumes for review in November. This requires verification of application data and eligibility of applicants. Coordinate with the Grainger Library for all logistics related to the awards program and events. Responsible for arranging payment of award funds to the students when they have graduated and met all requirements for the award.

• Lead the organization of the Power and Energy Area Fall Semester Kickoff Meeting and IEEE PES/PELS/IAS UIUC Student Branch Chapter Organizational Meeting (annual fall event): Responsible for obtaining and/or deciding the information about the venue and all logistics related to the event. Manage all finances for the event using IEEE resources and departmental gift funds. This leadership also requires arranging for transportation of students to and from the events and ensuring the safety and security of all attendees.

• Serve as the receptionist to the Power and Energy Systems Area. Act as the initial point of contact for all visiting companies, researchers, and other visitors. Handle routine inquiries via in person or phone, of a factual nature such as providing information about the Power Affiliates Program, ECE department facts and operations, University facts and operations along with protocols between faculty, students, and staff. Interface with other departments and campus units to handle the administrative functions of the Power and Energy Systems Area.

• Order and maintain inventory of office supplies and prepare packages for mailing. Prepare and process orders and invoices, and charges orders and services to appropriate accounts. This includes managing the associated documentation for all equipment being used in faculty and student offices. The majority of this equipment is State property and must be treated as such in terms of use and maintenance.

• Manage all the keys for the student desks. Assign desks to existing and new students in the

Power and Energy Systems Area student areas. Work with shipping & receiving to update/and or

give proximity card room access for those in the Power and Energy Systems Area.

Supervise and manage the use of office equipment and supplies. Perform and request maintenance and follow through on repair of office equipment. Perform research and propose to faculty and students the options for and purchase of office equipment and furniture based on cost comparisons. Act as liaison with sales associates. Perform other related duties as assigned.

Responsible for ECEB 4032 conference room reservations and schedule. Arrange room reservations in ECEB & other campus facilities for faculty and students.

• Maintain the Power and Energy Systems Area website to include up-to-date course material, Power Affiliates Program information, Grainger Award information, scholarship forms, lab equipment manuals, Power and Energy Systems Area news, and other area documents/forms.

• Collect graduate and undergraduate appointment requests from each faculty member. Organize appointment information, ensuring each student is paid at the correct percent and on the correct account. Enters appointment requests and coordinates appointments with the Human Resources Office. Maintain confidential employment request records associated with these appointments.

• Make arrangements for retreats, hospitality events, and field trips within the Power and Energy Systems Area. If needed, prepare all logistics related to these events. This includes communication with companies that will be visited by the faculty and students to ensure logistical needs are met by the travelers.

• Responsible for keeping/updating the Power and Energy System Area ECE 590I Seminar: Create and provide printouts to the faculty, bulletin boards and send information to ECE Calendar of Events. Arrange travel and lodging with guest seminar speakers, as well as, receive their departmental information related to the visit. Responsible for guest speaker's reimbursements and honorarium payments, if needed. This includes communicating with the speakers to plan their visit to campus including meals with area faculty members. This requires working with and identifying area faculty members to connect with the speaker.

• Independently organize and coordinate the Grainger Lecture Series and reporting requirements for Grainger activities. Organized on a variable time scale and used to attract high-quality speakers to campus and to showcase the university's capabilities and interest in collaboration. This includes all logistics for these activities.

Minimum Qualifications:

• High school diploma or equivalent.

• Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills and Abilities:

• Computer functions and how to apply these functions to the clerical needs of the office. It is necessary to have the ability to use Microsoft Word, PowerPoint, Excel, Access, and WordPress.

• Familiarity with additional tools such as Adobe Acrobat, and graphics programs like Adobe Photoshop and Illustrator is desired.

• The Department of Electrical and Computer Engineering's and the University of Illinois' policies and procedures.

• Ability to understand and follow the Grainger Foundation policies and rules for all activities.

• Excellent interpersonal skills including working with other staff.

• Decision making skills and leadership qualities.

• Effective organizational skills.

• Leadership skills in various duties involving faculty events.

• Effective written, verbal communication and listening skills.

• Ability to work effectively with the staff, faculty, students, constituents, and the public, possessing cultural awareness, sensitivity, and tact.

APPOINTMENT INFORMATION

This is a full-time Civil Service Office Manager position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Manager classification is $44,267.08 ($22.701/hr.). This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy . Sponsorship for work authorization is not available for this position.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on December 6, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Kathy Atwood at kbuss@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1027969
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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