Office Manager - Engineering Administration

Laseagrant; Urbana (IL); On-site; USD 47,000 - 50,000; Full time

Job summary

The Grainger College of Engineering at the University of Illinois Urbana-Champaign seeks an Office Manager for the Office of Undergraduate Programs. The role supervises the Academic Advising Center staff and directly supports the Assistant Dean of Academic Affairs in Undergraduate Programs.

Key duties include coordinating student standing processes, managing re-entry and withdrawal procedures, handling escalations, and communicating advising policies and deadlines to students.

Qualifications

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

Responsibilities

• Supervise the management and clerical support team of the Academic Advising Center.
• Support the Assistant Dean of Academic Affairs in the Undergraduate Programs Office.
• Coordinate end-of-term student standing processes (drops, probation, petitions) and maintain records.
• Manage re-entry processes and related academic-standing materials.
• Serve as the primary contact to students and staff regarding withdrawal processes and act as liaison with the Undergraduate Programs Office.
• Provide supervision, training, and escalation handling for the Office Support Associate and other staff.
• Create and disseminate communications to Grainger Engineering students about policies, deadlines, and holds.
• Plan, organize, and review the unit’s administrative staff work and coordinate searches.
• Coordinate logistics for conferences and advising meetings and prepare materials and travel for advising team.

Job description

Office Manager - Engineering Administration

Office Manager
Office of Undergraduate Programs
The Grainger College of Engineering
University of Illinois Urbana-Champaign

The Office of Undergraduate Programs in The Grainger College of Engineering seeks applicants for an Office Manager position. This position is responsible for providing supervision of the management and the clerical support team of The Grainger College of Engineering Academic Advising Center. This position directly supports the Assistant Dean of Academic Affairs in the Undergraduate Programs Office.

Duties and Responsibilities:

Coordinate Student Standing Processes

• Manage the end-of-term drop/probation process by processing initial drop/probation notices and petitions and arranging the committee meetings. Document decisions made during the academic review committee meetings, then establish and maintain department records and execute electronic distribution of end-of-term drop and probation notifications via Secure Message Delivery.
• Independently manage the re-entry process (Petition for re-entry, Letter of Intent to Re-enter) and other processes related to academic standing (disciplinary materials, drop/probation notifications, withdrawal documentation).
• Serve as the primary point of contact to students and staff members regarding withdrawal processes. Act as liaison between student and the Undergraduate Programs Office in support of these processes.

Manage Stakeholder Communications

• Provide direct support and manage, supervise, and train the Office Support Associate that Signs in visitors and students both online and in person. Research, verify information, and gather facts so that the Deans and advisors can advise and accurately counsel students. Analyze and make independent determinations to direct students to appropriate advisors and resources. Directly handle most escalations and recognize when to elevate to Assistant Deans or to the Associate Dean as necessary.
• Create and disseminate mass communications via Secure Message Delivery and The Grainger Digest to Grainger Engineering students regarding academic policies, probation, college holds, upcoming deadlines, etc.
• Serve as a backup in attending to the [e-mail] email address. Determine needs and personally handle both routine and escalated inquiries, requests, and/or problems. Serve as the unit point of contact on regulations and procedures.
• Plan, organize, assign, and review the work of the unit’s administrative support staff and participate in their selection, training, and evaluation; coordination of searches.

Support the complex administrative needs of the Academic Advising Office

• Coordinate logistical arrangements relating to conferences and meetings for advising team, and prepare necessary materials and travel for the designated member(s) of the Advising Team.
• Create and update forms to improve efficiency of advising related services.
• Manage and collaborate with cross-campus partners for execution of late drop petitions, personal withdrawals, and cancellations.
• Establish, revise, and manage the advising schedule.
• Collect information from 10+ advisors and combine it all to structure a semester advising schedule that considers each advisor's responsibility and the difference in student demand (peak times).
• Design the advising schedule at Campus drop deadline and at the beginning of the semester where demand is higher.
• Support the CARE Program Assistant Director by scheduling group study room and conference room requests and assisting with collecting and organizing tutor availability for scheduling.
• Anticipate and respond to the detailed office support needs of the Academic Advising Office through both independent work and supervision of assigned staff.

Perform other duties as assigned. Cross train and assist with coverage for absences of clerical staff in UPO main office in Engineering Hall.

Minimum Qualifications:

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

APPOINTMENT INFORMATION

This is a full-time Civil Service Office Manager-3266 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 $47,915.40 ($24.572/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. 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 11/5/26. For further information about this specific position, please contact Anisa Abalos-Ramirez at [e-mail]. 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.

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.

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 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] .