Office Manager - Department of Physics

The Grainger College of Engineering; Urbana (IL); On-site; USD 44,000 - 60,000; Full time

Job summary

The Grainger College of Engineering is seeking an Office Manager to handle administrative duties for the Department of Physics. This role requires a high school diploma and two years of relevant work experience, along with exemplary event planning and customer service skills. Key responsibilities include managing events, supporting departmental staff, and ensuring smooth office operations.

Benefits

Competitive benefits

Qualifications

• Two years of work experience comparable to Office Support Specialist.
• Experience with T-Card and P-Card is preferred.
• Events planning and customer service experience preferred.

Responsibilities

• Manage the day-to-day functions in the Department Head's Office.
• Coordinate departmental colloquiums and events.
• Provide administrative support to various departmental personnel.

Skills

Customer service

Event planning

Education

High school diploma or equivalent

Tools

T-Card

P-Card

my.dot portal

Job description

1 month ago Be among the first 25 applicants

Office Manager

Department of Physics

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Department of Physics in The Grainger College of Engineering seeks applicants to manage and support the day-to-day functions in the Department Head's Office. This position will provide support to the Department Head as well as the Director of External Affairs, Director of Advancement, and Communications Coordinator. This position serves as front office staff directing students, staff, faculty, and visitors appropriately. For more information about the Department of Physics, please visit https://physics.illinois.edu/.

Duties And Responsibilities

• Responsible for the departmental Colloquium and Special Colloquiums including:
• Coordinating the guest speaker travel and lodging arrangements as needed
• Creating posters of colloquium speaker
• Creating the speaker’s schedule
• Ordering weekly refreshments.
• Maintaining supplies for colloquium.
• Obtaining required receipts and completing all travel reimbursements via Chromeriver.
• Work with other units on joint colloquium events, if needed.
• Responsible for Departments of Physics and Astronomy Convocation post-celebration (oversee catering and venue coordination).
• Starting in January through Convocation (middle of May), attend several campus-wide meetings on behalf of the Department Head office regarding policy/procedures on convocation/commencement.
• Order faculty Regalia for the Campus Wide Commencement.
• Responsible for all aspects of the Physics Department Annual Awards Luncheon. Must coordinate with the graduate office, undergraduate office, and the Director of External Affairs and Special Projects. This also includes accounts receivable and accounts payable responsibilities in managing and maintaining funds.
• Responsible for the coordination and development of the agenda for the program for Department Head approval, as well as, venue, invitations, photographer, and certificates.
• Provide administrative support for departmental administrative personnel, including the business and HR office, communications, and Director of External Affairs and Special Projects. Provide backup administrative support for the departmental research group support staff during peak times.
• Responsible for organizing and managing all departmental functions per the request of the Department Head including, but not limited to:
• Fall Physics Reception
• Staff Appreciation events
• Emeritus events
• Report expenses
• Process reimbursements
• T-Card and P-Card charges in ChromeRiver.
• Provide office with direction from the Physics Undergraduate Programs Office with the Physics REU Summer program. Travel, reimbursements, reservations, and event planning.
• Responsible for planning and executing the events scheduled for the McMillan Award, including:
• Announcements
• Nomination letter collection
• Notification announcements
• Program preparation for presentation
• Event organization, etc.
• Communicate with requestors on status of reservation and address any scheduling conflicts. This also includes managing the departmental parking spaces reservations and renewals.
• Develop and manage the weekly departmental calendar (BlueSheet) on behalf of the Department Head.
• Assist in maintaining and scheduling appointments for the Department Head.
• Provide administrative assistance to Physics-related student organizations including coordinating events, reserving event space, etc.
• Prepare and store confidential records including faculty, postdoc, and subject matter files, updating various departmental bulletin boards and photo boards, and posting opportunities on the job bulletin on my.physics.
• Prepare various correspondence on behalf of the Department Head when needed.
• Maintaining office supplies for the department administrative offices, including reordering when needed.
• Oversee the Physics mailroom, including distribution of mail, creation and management of personnel mailboxes, and signing for packages.
• Serve as backup contact for ICASU support staff including opening/closing the center and supporting various functions when designated support staff are not available.
• Other duties as assigned.
  
  

Minimum Qualifications

• High school diploma or equivalent.
• Two (2) years (24 months) of work experience comparable to the Office Support Specialist of this series.
  
  

Preferred Qualifications

• Experience with T-Card, P-Card, my.dot portal
• Events planning experience (catering/scheduling/flights)
• Customer service experience
  
  

Appointment Information

This is a full-time Civil Service Office Manager position appointed on a 12-month service 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 $44,267.08 ($22.701/hour). This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy. Sponsorship for work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on June 5, 2025. 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 https://jobs.illinois.edu will not be considered. 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 Stephanie Swearingen [e-mail].

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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 accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [e-mail].

Requisition ID: 1030120

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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