Job Listings

Office Manager - Civil and Environmental Engineering

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

Department of Civil and Environmental Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign


The Department of Civil and Environmental Engineering at The Grainger College of Engineering seeks applicants for the position of Office Manager. The Office Manager's primary responsibilities are supporting the Environmental Engineering and Science (EES) Bachelor's in Science (B.S.) Program. In addition, this position manages the Environmental area operations including special events, symposiums, visits, and conferences.

Major Duties and Responsibilities

-         Lead and coordinate recruitment and administrative operations of the Environmental Engineering and Sciences (EES30) Bachelor's in Science (B.S.) Program. Support and assist faculty in all administrative items to develop the new B.S. Program as directed by the Area Chair and other faculty in EES. Plan logistics, attend events and keep detailed records of recruiting events. Coordinate logistics and develop itineraries for EES Industrial Partner visits to the department as well as when faculty travel to visit the Industrial Partners. Track attendance at recruiting events and create follow-up documentation regarding admissions.

-         Manage T-card purchases for the Area faculty and graduate students' travel (air, lodging, shuttles, etc.). Independently coordinate travel arrangements, secure restaurant reservations, and develop itineraries for visiting guests of the EES area. Prepare expense reports in the University's Travel Expense software application, Chrome River, for all T-card purchases. Serve as a delegate for the area faculty and create expense reports for faculty reimbursements. Train and assist graduate students with expenses and travel reimbursements. Research policy to stay current on University travel and expense processing procedures including consulting with the department's business office and other units on campus. Stay current on procedures and policies for purchases and retain records of the transactions. Screen international visitors/locations/entities/collaborators prior to planning travel for faculty and visitors for Visual Compliance.

-         Coordinate academic oversight and assign advisors for the EES area. Lead logistics for guest speakers and visiting prospective students. Manage qualifying exam for EES Ph.D. program. Manage area graduate applications, fellowship offers, and supervise incoming and outgoing graduate students' documents. Create and manage the EES website and Wiki page. Monitor and make updates to the online handbooks to ensure accuracy and current practices are included in the handbook. Develop reimbursement training manuals for students' use and post on the graduate Student Wiki page. Conduct training sessions for graduate students' reimbursements in the area. Develop and implement improvements to the department's Environmental Engineering Sciences Program and Energy-Water-Environment-Sustainability Program and their operations.

-         Assist the Area Chair by providing budgetary support and management for all area accounts. Track EES area budgets and fellowship offers. Approve expenditures for area accounts. Coordinate with CEE Graduate Admissions to ensure correct accounts are used for offers that use EES funds. Approve travel funds for EES graduate students and monitor expenses. Establish, organize, and maintain a confidential filing system and records pertaining to faculty and student information and financial transactions.

-         Implement and maintain a calendar of events and deadlines for the area faculty. Coordinate inbound/outbound mail, sort, and distribute mail for the group. Initiate responses on matters not requiring faculty members' attention. Serve as the receptionist in the Environmental Engineering and Science Program's office suite by answering questions, identifying resources, and providing direction to walk-in guests. Maintain stock of general office supplies and reorder supplies as necessary for faculty and graduate students. Assume additional appropriate related duties to further the mission of the department.

-         Plan, organize, assign, and review the work of new area staff on department processes and tasks as assigned. Lead training for extra help employees working as area support staff. Assume additional appropriate related duties to further the mission of the department.

 Minimum Qualifications:

-         High school graduation or equivalent.

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

Knowledge, Skills and Abilities

-         Strong knowledge of university business and operating processes

-         Knowledge of web programming

-         Literacy in document processing and spreadsheets

-         Ability to handle multiple duties simultaneously and work with researchers in an academic setting

-         Excellent communication and organizational skills


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 after October 17, 2022. Salary is commensurate with experience.

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on October 3, 2022. 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 will not be considered. For further information about this specific position, please contact Stacie Mertes ( or 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: 1011972
Job Category: Administrative Support
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