Office Manager - Materials Science and Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Department of Materials Science and Engineering (MatSE) at the University of Illinois Urbana-Champaign is seeking candidates for an Office Manager position to support the Graduate Programs Office. This position will serve as the initial point of contact for the Graduate Programs Office (GPO) and will provide administrative support in managing graduate admissions, recruitment activities, program operations support and other administrative functions. The role supports faculty, graduate students, and staff by ensuring efficient office operations and delivering high-quality customer service.

DUTIES AND RESPONSIBILITIES

Administrative Operations and Office Support

• Serve as first point of contact for the Graduate Programs Office.
• Provide administrative and scheduling support to the Associate Head of Graduate Studies and Assistant Director of Graduate Programs.
• Manage GPO email inbox, answering a broad range of questions and inquiries from students and faculty regarding graduate program and departmental operations, enrollments, required and elective courses, registration, fellowships, degree requirements, deadlines, etc.
• Serve as liaison for publications and communications (website, handbook, etc.) in consultation with Associate Head of Graduate Studies.
• Prepare correspondence requiring policy interpretation to prospective students, current students, faculty, staff and other constituents, assist with graduate form processing including enrollment verification and program end dates for housing lease or other forms, etc.
• Assist with preparing presentation materials for events, orientation, recruitment visits, and mailings as required.
• Serve as GPO liaison with graduate student groups including Materials Research Society (MRS).
• Order and maintain office supplies for the GPO.

Graduate Student Records, Registration and Academic Processes

• Maintain graduate student records for MS and PhD students (electronic via Grad Records and paper), manage graduate student annual review process, and ensure all graduate student listservs are updated each term.
• Assist with registration requests and other relevant correspondence to graduate students regarding registration, career opportunities and resources, and other graduate student related policies.

• Manage PhD examinations including preparing announcements, committee paperwork, communication, and recording exam results (qualifying, prelim, and final examinations).
• Manage Oral English Assessment Interview (OEAI) registration and review processing of OPT, CPT, and other ISSS forms for international graduate students.

Graduate Admissions, Committees and Fellowships

• Support all efforts of all graduate related committees by managing administrative tasks and committee meeting participation; provide administrative support for admission-related tasks.
• Serve as main contact for Graduate Awards/Fellowships committee by managing administrative tasks for internal and external Fellowship and Award submissions.
• Process general fellowship forms and DAWS entries for awards processing.

Data Management, Assessment and Reporting

• Assist with data tracking by keeping updated admissions data spreadsheets, MS 3+2 enrollment, and MS/PhD time to degree spreadsheets for report and assessment.
• Track post-graduation data available via Illinois Illini Success Survey and MatSE exit survey.
• Manage graduation/exit surveys and participate in exit interviews with the Department Head.

Recruitment, Events and Communications

• Plan and organize various recruiting events and current student events or informational sessions for MS students and PhD students including event arrangements for travel, hotel, meals, and other expenses.

• Assist with presentations and event materials.

Appointments, Finance and Purchasing

• Submit TA appointments each semester in consultation with Business Office; updating as needed for changes/corrections.
• Submit department Pcard and Tcard transactions and purchase requests as needed and provide advice regarding the appropriateness of requested expenditures.

• Perform other duties as appropriate in support of the GPO and to further the mission of the department.

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.

• Ability to communicate effectively and respond appropriately to customer needs.
• Working knowledge of Microsoft Outlook, Word, Excel, PowerPoint, Teams, and PowerPoint.
• Ability to gain working knowledge of university systems such as BANNER, P-Card, T-Card, Slate, and Grad Recs.
• Ability to efficiently coordinate and schedule meetings to meet internal team and committee needs.
• Tasks must be accurately and efficiently performed.
• Time management and organizational skills are imperative to meet deadlines.
• Must be self-motivated and able to work independently.
• Ability to maintain a high standard of professionalism in communication, behavior, and presentation.

This is a 100% full-time Office Manager position, appointed on a 12-month 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 $46,975.50 ($24.090/hr.). Hybrid work options may be available for this position after the training period is complete, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy. The primary work schedule will be during standard business hours. However, occasional evening and other after-hours work will be required to support events such as recruiting activities. This position is not eligible for any type of sponsorship for work authorization.

Applications must be received by July 14, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. To be considered as a transfer candidate, you must apply for this position. Please upload your cover letter, resume, and the names and contact information for three references. Applications not submitted through this website will not be considered. For further information about this specific position, please contact Summer Redman (sredman@illinois.edu). For questions regarding the application process, please contact 217-333-2137.