Job Listings

Office Manager - Materials Research Laboratory

University of Illinois at Urbana-Champaign
Job Location:
Urbana, 61820
Administrative Assistants
Office Manager

Materials Research Laboratory

The Grainger College of Engineering

The Materials Research Laboratory seeks applicants for an Office Manager position to support core activities for one or more research efforts housed within the Materials Research Laboratory (MRL). Activities include organizing seminars/workshops, documenting programmatic activities, scheduling meetings, coordinating social media outreach, and completing content updates to program websites.

Duties and Responsibilities:
  •          Independently organize and facilitate meetings, seminars, and workshops including:
o   Overseeing schedules and requesting the availability of internal and external stakeholders utilizing various tools such as Outlook =, Doodle polls, or When2Meet.

o   Securing meeting room reservations or creating Zoom meetings/webinars, collecting, and maintaining recording permissions, uploading recordings to YouTube channels or the web, recording accurate meeting notes and dispersing as needed, and updating online event calendars through Illinois Webtools.

o   Producing weekly communications to various campus mailing lists and utilizing Email+, tracking and communicating impending engagements, preparing relevant materials and reports, escorting visitors, or providing accurate Zoom links to relevant online events.

o   Processing reimbursements for invited speakers, ordering food, arranging travel, and coordinating audio/visual equipment as needed.
  •          Provide general administrative support to designated center members including calendar management, travel arrangements, and filing.
  •          Support social media outreach and website maintenance by completing content updates at the direction of center leadership, utilizing Google Alerts, Hootsuite, Airtable, or other means of staying current on recent news items and content related to MRL faculty and the Center for Hypersonics and Entry Systems Studies (CHESS).
  •          Conduct research as requested and report information on center programs. This includes independently collecting, organizing, and formatting data related to programmatic activities for inclusion in the appropriate reports and developing and maintaining a filing system for this data.
  •          Supervise student workers and/or Extra Help staff including assigning tasks, training new staff, and providing informal performance feedback.
  •          Assist with purchases including maintaining an accurate inventory of items and supplies, ordering supplies as needed/requested and tracking expenditures.
  •          Perform other duties as assigned.
Minimum Qualifications:
  •          High school diploma or equivalent.
  •          Two (2) years (24 months) of work experience comparable to the third level of this series.
Preferred Qualifications:
  •          Experience with the following:
o   Updating content on websites

o   HTML/CSS and web development tools

o   Multimedia (images, audio, and video) tools

o   Relevant multimedia software programs, such as Adobe Photoshop, Illustrator, InDesign, Premiere Pro, Audition, and Canva

o   Campus platforms such as Webtools, Airtable, Site Manager, Email+, WordPress, Campus Calendar, and departmental portals

o   Banner, iBuy, iTravel, and Chrome River

o   Providing administrative support and/or direct faculty support in a research setting

o   Interpreting University of Illinois business guidelines, policies, and procedures

Knowledge, Skills, and Abilities:
  •          Ability to independently organize and prioritize daily duties for efficient office management using project management tools such as Trello.
  •          Application of expertise to implement operating procedures of the department.
  •          Ability to discern the importance of requests involving time commitments for the Director.
  •          Knowledge of the University of Illinois organization, structure, policies, procedures, activities, and programs.
  •          Mature judgment to determine what information can be given out, to whom, and when (confidentiality).
  •          Ability to communicate effectively, orally, in writing, and in person.
  •          Ability to prioritize and organize short- and long-term activities.
  •          Initiative to plan and execute work with minimal supervision.
  •          Flexibility to adapt to sudden changes in planning and activities.
  •          Knowledge of grammar, spelling, punctuation, and writing.
  •          Knowledge of Windows and/or Macintosh computer systems, online tools, peripherals, software, and computer projectors.
  •          Patience in dealing effectively and efficiently with faculty, staff, students, and external stakeholders.
Appointment Information
This is a 100% full-time Civil Service Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible a??er 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 $22.70 per hour. The employee hired into this position will be expected to work onsite on a full-time basis.

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on October 4, 2023. 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. Applications not submitted through will not be considered. For further information about this specific position, please contact 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, COVID-19 vaccination requirement, 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. 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

Requisition ID: 1020071R

Job Category: Administrative Support

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