Office Manager - Engineering Administration

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 48,000 - 64,000; Full time

Job summary

University of Illinois Urbana-Champaign is seeking an experienced administrator to coordinate student standing processes and manage related communications within the Academic Advising Office. The role involves handling end-of-term actions, re-entry procedures, and withdrawal support, while liaising with the Undergraduate Programs Office.

The position also includes supervising a staff member, coordinating advising team logistics, and disseminating important policy updates to students across

Responsibilities

• Coordinate end-of-term drop/probation: process notices, petitions, committee meetings, and document decisions.
• Maintain department records and distribute notifications via Secure Message Delivery.
• Manage the re-entry process (Petition for re-entry, Letter of Intent to Re-enter) and related standing procedures.
• Serve as primary contact to students and staff for withdrawal processes; liaison with Undergraduate Programs Office.
• Provide direct support, supervise and train the Office Support Associate; handle escalations.
• Disseminate mass communications to Grainger Engineering students about policies, holds, deadlines, etc.
• Back up the [e-mail] inbox and coordinate unit regulations.
• Plan, organize, assign, and review work of administrative staff and participate in their selection/training.

Job description

Duties 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 upscale 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.