Office Manager (ICMT)

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 for an Office Manager position for the Institute for Condensed Matter Theory (ICMT). With guidance from the Assistant Head for Administration, this position will provide support for principal investigators, faculty, academic professionals, postdocs, and graduate students. Duties performed require knowledge of campus policies and procedures which include initiating and coordinating the office support functions required for the division.

Duties and Responsibilities:

ICMT Delegate

• Responsible for coordinating travel arrangements ranging from short trips of a few days to lengthy trips of months to include obtaining travel approval prior to travel; creating appropriate, cost effective travel itineraries for air travel, car rental, and hotel accommodations; at times using the T-card and keeping within all University guidelines
• Signatory for correspondence, forms, and similar documents as delegated by faculty. Draft correspondence for faculty

Events/Issues

• Manage, oversee, and coordinate workshops of 30-150 attendees, including budget, travel, and all administrative tasks.
• Attend meetings of organizers and take minutes for the organizing committee of large international conference (900 attendees) and manage key logistics including administrative tasks and monitoring deadlines and timelines.
• Plan and handle events such as receptions, seminars, and other events that arise.
• Assist with building operations and safety issues under the direction of the Facilities Operations Coordinator.

Office Duties

• Ordering and keeping supplies on hand, booking rooms for meetings and conferences. Respond to detailed requests via use of the internet and campus contacts
• Responsible for weekly cash deposits when funds are given for break room supplies for from outside reimbursements
• Responsible for all aspects of the ICMT and Math/Phys seminar, including visitor accommodations, office assignments, schedules, and reimbursements; assembling visitor packets; making seminar room reservations and talk announcements
• Updating digital signage in ICMT according to Pl's standards
• Responsible for maintenance of the ICMT website, Site Manager or Publish Illinois including creating complete websites for workshops and updating data on all the pages
• Maintaining the confidential files and databases for the ICMT, including postdoc applications, the Bardeen Prize nominations, and other paper and electronic files.
• Assist with preparation of travel reports to submit to the University and to other institutions.
• Responsible for equipment, including printers and copiers, training others in their use, fixing small problems, calling for repairs.
• Conduct research to troubleshoot problems creating technical documents for the theoretical physics faculty, including manuscripts, slides for physics talks, graduate level courses lecture notes, and drawing figures using appropriate software such as LaTeX, and Microsoft equation editors in Word and PowerPoint.
• Handle an inventory of keys for visitor office, disseminating and collecting them. Assign office space under the direction of the Space Coordinator for ICMT.
• Other duties as assigned.

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

Preferred Qualifications:
Previous campus experience - ChromeRiver, PCARD, TCARD

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 an AFSCME 3700 bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Manager classification is $42,564.60 ($21.828/hour). The employee hired into this position will be expected to work onsite on a full-time basis.

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 May 22, 2023. 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 at sswearin@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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, COVID-19 vaccination requirement, 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. 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 accessibility@illinois.edu.

Requisition ID: 1017061
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu