Office Administrator-Mechanical Science and Engineering

Laseagrant; Urbana (IL); Hybrid; USD 50,000 - 55,000; Full time

Job summary

University of Illinois Urbana-Champaign's Department of Mechanical Science and Engineering invites applications for an Office Administrator in the Graduate Programs Office. The role focuses on managing administrative tasks, answering inquiries, coordinating TA appointments, maintaining systems and materials, and supporting graduate student recruitment.

Hybrid work options are available; the position requires strong organizational skills, professionalism, and the ability to work independently in

Qualifications

• High school diploma or equivalent required.
• Experience in an admissions office or academic unit preferred.
• Familiarity with SLATE and Grad Recs systems is a plus.

Responsibilities

• Serve as the first point of contact for the GPO.
• Manage the GPO email inbox and respond to inquiries about programs, enrollment, and deadlines.
• Maintain and update bulletin boards and posted materials.
• Coordinate TA appointment submissions each semester in My.MechSE.
• Prepare correspondence requiring policy interpretation for students and staff.
• Assist with graduate student recruitment events and onboarding materials.
• Maintain the MechSE Graduate Handbook and website.

Skills

Communication

Time management

Organizational skills

Independent working

Professionalism

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Excel

PowerPoint

Teams

SharePoint

BANNER

Slate

Grad Recs

My.MechSE

Job description

Office Administrator-Mechanical Science and Engineering

Department of Mechanical Science and Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Department of Mechanical Science and Engineering in The Grainger College of Engineering seeks applicants for an Office Administrator position in the Graduate Programs Office.This position is responsible for performing administrative duties for the MechSE Graduate Programs Office; responsible for a variety of critical administrative tasks using experience, knowledge, initiative, and independent judgement.

Duties and Responsibilities:

Graduate Support Activities:

• Serve as first point of contact for the GPO.
• Responsible for managing the GPO email inbox and independently assessing and answering a broad range of questions and inquiries from students, faculty and staff, including but not limited to:graduate programs and department operations, enrollments, required and elective courses, registration, assistantship assignments, fellowships, degree requirements, and deadlines.
• Maintain a professional environment by monitoring bulletin boards and marketing materials, replacing past event postings with current postings, keeping materials current.
• Manage TA appointment submission in My.MechSE each semester; updating as needed for changes/corrections
• Prepare correspondence requiring policy interpretation to prospective students, current students, faculty, staff and other constituents.
• Responsible for utilizing purchasing application for all purchase/travel requests
• Manage and execute recruitment event arrangements for travel, hotel, meals, and other expenses.
• Maintain website and MechSE Graduate Handbook.
• In collaboration with GPO staff to facilitate graduate student recruiting events.
• Develop and update electronic forms, presentation materials, and mailings as required.
• Serve as GPO liaison with graduate student groups, including GraMS and UIUC Grad SWE; includes tracking expenses, approving purchasing, sending announcements and
• Verify enrollment and program end dates for housing lease forms.
• Prepare and update presentations for events, including orientation, recruitment visits, and scheduling tours as needed.
• Attend monthly GCOE meetings

Graduate Program Activities:

• Manage PhD examinations including preparing announcements, committee paperwork, communication, and recording exam results.
• Manage MechE graduate student seminar course attendance tracking, completion, grades and communications.
• Manage Oral English Assessment Interview (OEAI) registration for internal students as required and process results.
• Manage courtesy waiver requests assessing to insure requirements are met, identify discrepancies and determine the appropriate procedural steps prior to submission.
• Submit internal fellowships managing the life-cycle of the award; renewing award as needed.
• Responsible for remaining up-to-date on policies and procedures regarding graduate programs, which include but not limited to Graduate College, Grainger College of Engineering, International Students and Scholars Services, and the GEO.
• Assist with processing registration requests.
• Assume additional appropriate related duties to further the mission of the department.

Minimum Qualifications:

• High school diploma or equivalent.
• Any one of the following from the categories below:
  Four (4) years (48 months) of work experience comparable to the third level of this series.
  Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Preferred Qualifications:

• Experience in an admissions office and/or an academic unit.
• Experience with SLATE and/or Grad Recs

Knowledge, Skills and Abilities:

• Ability to effectively and professionally communicate with others in person, on the telephone, and electronically.
• Demonstrated knowledge and skills utilizing Microsoft Outlook, Word, Excel, Power Point, Teams, and SharePoint
• Ability to gain working knowledge of university systems such as BANNER, P-Card, T-Card, Slate and Grad Recs
• 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.
• Maintains a high standard of professionalism in communication, behavior, and presentation.

APPOINTMENT INFORMATION

This is a full-time Civil Service Office Administrator position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date.

• The budgeted salary range for this position is $50,000-$55,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.
• Hybrid - Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University’s Workplace Flexibility policy
• This position is not eligible for any type of sponsorship for work authorization.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on November 6, 2026.

Applications not submitted through https://jobs.illinois.edu will not be considered.

In order to be considered as a transfer candidate, you must apply for this position.

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 NAME and EMAIL.

For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions —every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well‑being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits . This includes health, dental, vision, life insurance, a retirement plan, paid time off, and tuition waivers for employees and dependents.

This position is intended to be eligible for benefits . This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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 accommodation portal , or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail] .

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