Program Assistant




Department of Mechanical Science and Engineering




The Grainger College of Engineering




University of Illinois Urbana-Champaign



The Department of Mechanical Science and Engineering, consistently ranked in the top 6 programs in the nation, seeks qualified candidates for the position of Program Assistant. This position provides support for the MechSE Graduate Programs Office serving as first point of contact, as well as outreach, advisement and building relationships with potential applicants and current students.



Duties & Responsibilities




Graduate Program Support Activities
• Serves as first point of contact for the GPO.
• Responsible for managing GPO email inbox, answering a broad range of questions and inquiries from students and faculty regarding graduate program and departmental operations, enrollment, required and elective courses, registration, teaching and research assistant assignments, fellowships, degree requirements, deadlines, etc.
• Prepares correspondence requiring policy interpretation to prospective students, current students, faculty, staff and other constituents.
• Assists with submission of the department Pcard and Tcard transactions and submitting purchasing requests.
• Assists with recruitment event arrangements for travel, hotel, meals, and other expenses.
• Assists with administration of graduate student recruiting events.
• Assists with development and updating of electronic forms, presentations, and mailings.
• Serves as GPO liaison with graduate student groups, including GraMS and UIUC Grad SWE.
• Assists with additional appropriate related graduate programs duties to further the mission of the department.



Graduate Program Activities
• Reviews graduate applications for accuracy and completion before processing; approximately 800-1,000 applications during the fall admissions cycle and 400-500 applications during the spring cycle annually.
• Assists with graduate fellowship nominations statements, ratings forms, and general fellowship processing.
• Assists international students with registering for the Oral English Assessment Intention (OEAI) as needed and records results.
• Assists with managing the MechSE graduate student seminar course tracking attendance, completion and grades.
• Assists with the management of PhD examinations including preparing announcements, committee paperwork, and recording exam results.
• Assists with processing registration requests.


• Assume additional appropriate related duties to further the mission of the department.



Minimum qualifications:



Bachelor's degree.
Demonstrated experience in a university setting or academic unit.



Preferred Qualifications



Experience in an undergraduate or graduate program within an academic unit.



Knowledge, Skills and Abilities



• Excellent command of grammar, spelling, punctuation, and writing skills.


• Excellent customer service, follow-up, and technical computer skills.


• Fluency in Microsoft Office including PowerPoint, Excel, and Word.


• Strong interpersonal, written, and oral communication skills.


• Ability to organize and manage diverse activities.


Appointment Information



This is a 100% full-time, non-exempt Civil Service Program Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after close.


For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .


This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Program Assistant classification is $40,435 ($20.69/hour).


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


Sponsorship for work authorization is not available for this position.



APPLICATION PROCEDURES AND DEADLINE INFORMATION



Applications must be received by 6:00 pm (CST) on December 20, 2024. 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. Please submit a cover letter, resume, names and contact information of three professional references. 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 Hannah Dorsey, hdorsey@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, 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 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: 1027936
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu