Program Assistant-ACRC-Mechanical Science and Engineering

University of Illinois at Urbana-Champaign; Urbana (IL); Hybrid; USD 50,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement plan

Paid time off

Tuition waivers

Job summary

University of Illinois Urbana-Champaign is seeking a Program Assistant for the Air Conditioning and Refrigeration Center (ACRC) to coordinate programs and operations. The role involves managing stakeholder engagement, strategic communications, events, and financial activities for Center research and staff travel.

The successful candidate will support center programs, marketing and events management, and financial operations, ensuring timely submissions, reports, and analyses.

Qualifications

• Bachelor's degree in business, finance, communication, organizational leadership, marketing or related field.
• Demonstrated experience in event planning, grants support, procurement, and/or marketing.

Responsibilities

• Serve as the principal point of contact for the center, representing the director(s) with campus, university, and external departments and on related committees.
• Build and manage relationships among center directors, alumni, industry partners, and other stakeholders to advance the center's strategic priorities.
• Facilitate meetings and hospitality between center directors and alumni or industry partners.
• Direct and oversee hospitality and logistics for development activities, including catering, room and hotel reservations, and special accommodations for alumni, industry partners, and other stakeholders.
• Manage the center's financial operations, monitoring appropriations, income, and expenditures and advising the director(s) on budget preparation.

Skills

Event planning

Grants support

Procurement

Marketing

Communication

Education

Bachelor's degree

Job description

Program Assistant-ACRC

Department of Mechanical Science and Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Air Conditioning and Refrigeration Center founded in 1988, longest-running center in MechSE, along with 30 sponsoring companies, is developing a new generation of energy-efficient and reliable equipment for using environmentally safe refrigerants. ACRC carries on the department's historic leadership in air conditioning and refrigeration.

The ACRC seeks applicants for a Program Assistant to coordinate and support ACRC programs and operations by managing stakeholder engagement, strategic communications, event planning, and financial and procurement activities for Center research, and travel for staff.

Duties and Responsibilities:

Center Programs and Engagement

• 1) Serve as the principal point of contact for the center, representing the director(s) with campus, university, and external departments and on related committees.
• 2) Build and manage relationships among center directors, alumni, industry partners, and other stakeholders to advance the center's strategic priorities.
• 3) Facilitate meetings and hospitality between center directors and alumni or industry partners.
• 4) Direct and oversee hospitality and logistics for development activities, including catering, room and hotel reservations, and special accommodations for alumni, industry partners, and other stakeholders.
• 5) Manage the center's financial operations, monitoring appropriations, income, and expenditures and advising the director(s) on budget preparation. Coordinate the allocation of center staff, students, space, equipment, and funding across research projects.
• 6) Administer affiliate membership renewals and invoicing, track payments, and provide the director(s) with management reports and analyses on income, expenditures, and emerging financial issues.
• 7) Establish and maintain processes, aligned to the center's calendar and the director(s)' priorities, that ensure timely submission and dissemination of project proposals, updates, and meeting materials to faculty, students, and members.
• 8) Identify, prepare, and monitor confidential and other center related documents and advise the Director(s) on changes that might necessitate action
• 9) Lead planning and coordination of technology transfer and outreach events.
• 10) Coordinate the recruitment, training, and temporary employees assigned to center operations as needed.
• 11) Provide Director with reports, analyses and data and special projects as requested

Marketing and Events Management

• 1) Promote and foster positive interaction between advisory board and center director and maintain board roster.
• 2) Coordinate date and time of board meetings with center director, MechSE communications and facilities.
• 3) Develop and distribute board meeting agendas and read-ahead material.
• 4) Develop and direct content strategy for the website and social media, coordinating execution with MechSE communications.
• 5) Manage creation and distribution of center related printed materials, including annual and research reports and letters.
• 6) Supervise creation of event fliers and coordinate both content and distribution with MechSE communication.
• 7) Serve as the event POC, communicating with board members and Managing reservations for hotel rooms, meeting rooms and catering
• 8) Manage logistics for ACRC-invited guest speakers including supporting hospitality, meetings with faculty/students, lodging, travel, and reimbursements.

Financial Operations

• 1) Administer travel and supplies reimbursements in the Travel and Expense Management System (TEM) for the center's faculty, staff, and students, ensuring compliance with university policy.
• 2) Assist ACRC faculty and students with printing, copying, mailing, shipping, and placing orders for office and research supplies. This includes iBUY and p-card purchases.
• 3) Manage procurement and vendor relationships for expenditures related to center activities, partnering with the department business office to ensure compliance with university procurement processes and policies.

Perform additional appropriate related duties to further the mission of the Center.

Minimum Qualifications:

• Bachelor's degree in business, finance, communication, organizational leadership, marketing or related field
• Demonstrated experience in event planning, grants support, procurement, and/or marketing.

Preferred Qualifications:

Two or more years' experience in event planning, grants support, procurement, and/or marketing.

Knowledge, Skills and Abilities:

• Ability to organize, prioritize and manage a variety of activities under multiple deadlines.
• Ability to communicate effectively and respond appropriately to customer needs.
• Ability to work nonstandard hours when necessary for Center events.
• Ability to work collaboratively with individuals from a variety of backgrounds and experiences.
• Proven capability to maintain a high sense of professionalism while managing relationships with internal and external stakeholders and members.
• Ability to produce clear, accurate, and professional written materials using appropriate grammar, spelling and punctuation.
• Ability to take initiative and complete tasks with speed and accuracy.
• Ability to work independently and exercise good judgement.
• Knowledge of University and departmental business and finance policies, rules and regulations.

APPOINTMENT INFORMATION

This is a full-time Civil Service Program Assistant position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date.

The collective bargaining agreement sets a range of $21.95/hourly ($42,802.50/annual) - $32.64/hourly ($63,648/annual). The budgeted salary range for the position is $25.64/hourly ($50,000/annual) - $28.21/hourly ($55,000/annual. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy

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.

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. 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.

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].