Office Manager - Planning, Design, and Construction

University of Illinois at Urbana-Champaign; Urbana (IL); On-site; USD 43,000 - 53,000; Full time

Benefits offered by this job

Health benefits

Dental benefits

Vision benefits

Life Insurance

Retirement Plan

Paid time Off

Tuition waivers

Job summary

The Office Manager at the University of Illinois Urbana-Champaign will support the Planning, Design, and Construction team, focusing on assisting the Directors with meetings, reports, and calendars. The role requires handling confidential information with discretion and maintaining orderly office operations.

Responsibilities include coordinating travel, preparing materials, updating project workflows, and ensuring smooth daily administrative functions for the PDC group.

Qualifications

• High school diploma or equivalent is required.
• Two (2) years (24 months) of work experience comparable to the third level of this series.
• Proficiency in MS Office and basic administrative procedures is expected.

Responsibilities

• Supports meetings, presentations, and reports including review of group emails and development of materials.
• Maintains calendars and coordinates meetings for Directors and supervisors.
• Updates project work flow and prepares reports for review by senior staff.
• Coordinates travel and materials for team members and meetings as approved.
• Maintains the Project Management Manual and inventory records.
• Approves timesheets and time off for team members.

Skills

Organizational skills

Discretion

Confidentiality

Multi-tasking

Communication skills

Education

High school diploma or equivalent

2 years of related work experience

Tools

Microsoft Office

Job description

Office Manager - Planning, Design, and Construction

This position performs a wide variety of administrative duties for the Planning, Design, and Construction team, with emphasis in supporting: Director of Project Delivery and Director of Planning & Design.

Duties & Responsibilities

• Provides support for meetings, presentations, and reports including review of PDC group emails (ex: CampusCapitalApproval and ARC mailboxes) and assist with development of presentations, reports, agendas, spreadsheets, and meeting minutes (ex: Project Delivery Council, Board of Trustees (BOT), Architectural Review Committee (ARC), Chancellor's Design Advisory Council (CDAC), Facilities Planning Committee (FPC), Chancellor's Capital Review Committee (CCRC). Develop both internal and customer reports.
• Establishes and revises work calendars (ex: team and one-on-one meetings) for the Director of Project Delivery, Director of Planning & Design, and as requested by the Directors for other PDC supervisors.
• Update workflow for PDC employees - maintaining lists of project work including schedules, project numbers - for review in report format by Senior Director of PDC and PDC Directors as projects move forward.
• Designee for TEM and P/T Card processing. Coordinates logistical arrangements relating to conferences and meetings, and prepares necessary materials and travel for Planning, Design, and Construction team members as approved by Sr. Director and Directors.
• Assist with maintaining the Project Management Manual (PMM).
• Establishes and maintains inventory records, conducting periodic checks for inventory control purposes. Coordinate and manage office supply orders.
• Establishes and maintains the confidential records and files of the designated member(s) of the unit staff.
• Approve timesheets and time off for the team members with the direction of the Directors.
• Performs other related duties as assigned.

Minimum Qualifications

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

Knowledge, Skills and Abilities

• Excellent organizational skills, initiative, discretion, and tact; absolute confidentiality of information. Requires maturity, sound judgment, and the ability to multi-task and handle complex and diverse issues. Above average skills in dealing with a wide variety of personalities.
• Knowledge of administration and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
• Skill in material resources management through obtaining and seeing the appropriate use of equipment, facilities, and materials needed to do certain work.
• Skill in communicating effectively using appropriate methods for the situation and audience, including spoken language, written communication, and/or alternative communication methods.
• Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
• Ability to understand written sentences and paragraphs in work related documents.
• Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Ability to apply general rules to specific problems to produce answers that make sense.
• Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• Ability to choose the right mathematical methods or formulas to solve a problem.
• Ability to provide guidance and direction to others.

Appointment Information

This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis.

The expected start date is as soon as possible after November 7, 2026.

The negotiated Salary for this position is $47,915.40.

This position is not eligible for any type of sponsorship for work authorization.

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 (Central Time) on November 7, 2026.

For further information about this specific position, please contact Ken McCray at [e-mail], or call 217-300-6211. 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.

Champaign-Urbana

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.

• Health
• Dental
• Vision
• Life Insurance
• a Retirement Plan
• Paid time Off
• 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].

Requisition ID: 1038699

Job Category: Civil Service