Office Administrator-Mechanical Science and Engineering

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 45,000 - 75,000; Full time

Job summary

The University of Illinois Urbana-Champaign is seeking a Graduate Program Office coordinator to support graduate programs and department operations. The role involves serving as the primary contact for the GPO, managing emails, coordinating TA appointments, and preparing policy-based correspondence for students, faculty and staff.

Additional responsibilities include maintaining the MechE Graduate Handbook and website, coordinating recruitment events, updating electronic forms and materials, and

Responsibilities

• Serve as first point of contact for the GPO and manage the GPO email inbox.
• Maintain bulletin boards and marketing materials, replacing past event postings with current postings.
• Manage TA appointment submission in My.MechSE each semester and update as needed.
• Prepare correspondence requiring policy interpretation to students, faculty, staff and other constituents.
• Responsible for utilizing purchasing applications for all purchase/travel requests.
• Manage and execute recruitment event arrangements for travel, hotel, meals, and other expenses.
• Maintain MechSE Graduate Handbook and website.
• Collaborate 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; track expenses, approve purchasing, send announcements.
• Verify enrollment and program end dates for housing lease forms; prepare and update presentations for events.

Job description

Duties 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.