Office Administrator - Bioengineering at University of Illinois in Urbana, Illinois

Job Description:

Office Administrator




Department of Bioengineering
The Grainger College of Engineering
University of Illinois Urbana-Champaign

The Department of Bioengineering in The Grainger College of Engineering seeks applicants for an Office Administrator position. This position is responsible for coordinating the administrative support functions of the Department of Bioengineering, including the oversight of department-wide events and faculty recruiting.
Duties and Responsibilities:




Departmental Events

• Plans, coordinates, and oversees department events, functions, and campaigns, including, but not limited to departmental Seminar Series, alumni events, departmental holiday party, and the Campus Charitable Fund Drive. Including but not limited to creating itineraries, arranging travel, lodging, and meal reservations, purchasing necessary supplies, managing communication with speakers, vendors, and attendees, and escorting guests while on campus.


• Develops procedural guidelines to streamline recurring event coordination.


• Maintains event budgets and ensure timely event reconciliation.


• Collaborates with marketing and communications staff to market events appropriately.

Faculty Recruiting

• Works directly with faculty search committee to manage each faculty recruiting season for both tenure-track and specialized faculty searches. Serves as main point of contact for all BIOE faculty recruiting needs and issues.


• Supports search committee by scheduling meetings, creating agendas, and preparing materials for meetings.


• Arranges travel needs and on campus visits, including all faculty meeting appointments, all meals, and all necessary transportation.


• Arranges logistics and recordings for candidate presentations.


• Manages candidate feedback process in Webtools for Department Head.


• Assists Engineering HR Shared Services with required search documentation.


• Reconciles all candidate and faculty reimbursements related to recruiting visits.

Departmental Operational Support

• Provides guidance to administrative staff responsible for responding to conference room reservation requests, ensuring consistency in scheduling processes and timely communication with requesters. Serve as back up for conference room reservations.


• Assists Associate Director of Operations with coordination of meetings, as needed.


• Assists marketing and communications staff as needed, including but not limited to website and database maintenance and assisting with creation and posting of digital signage.


• Serves as backup to remind faculty and staff of certain annual reporting and submission deadlines and advises on university policy and procedures as related to these submissions as needed.


• Serves as backup to the departmental representative for UPS Campus Ship, coordinating shipments through UPS for faculty and staff as needed.


• Obtains working knowledge regarding audio-visual equipment operation in Everitt Lab rooms. Directs users to appropriate college personnel for advanced use and equipment failure questions.


• Hires and supervises student employees and extra help employees as necessary during busy times.

Administrative Support

• Ensures compliance with university administrative policies and procedures related to purchasing and travel workflows.


• In close collaboration with the Department Head assistant, serves as the primary departmental administrative support person, assisting with various departmental initiatives and projects as directed.


• Serves as the receptionist for the administrative suite by providing excellent customer service. Serves as the primary point of contact for responding to, or appropriately redirecting, email sent to the Bioengineering email account.


• Answers inquiries from internal and external constituents and works to resolve issues, which would necessitate interpretation, explanation, and justification of departmental policies and procedures.


• Handles confidential documents including personnel, institutional, and historical documents in close collaboration with the Department Head assistant.


• Creates, updates, revises, and retrieves files and records with responsibility for maintaining adequate, accurate, and accessible information, which may include confidential or sensitive materials in close collaboration with the Department Head assistant.


• Places departmental orders through the I-Buy system and purchasing application system as needed, including supply orders for the administrative suite in Everitt


• Laboratory, and maintains the supply cabinet inventory and records. Manages Xerox work station, including supplies and maintenance requests for the administrative suite.


• Department P-Card Holder. Coordinates with Department Head assistant to place orders, reservations, and purchases for department events/needs.


• Department T-Card Holder. Coordinates with Department Head assistant to place food/catering orders for department events/needs. Coordinates travel plans for faculty, using T-card.


• Responsible for attending departmental meetings and providing the minutes of meetings, as requested.


• Performs other related duties as assigned.

Minimum Qualifications

1. High school diploma or equivalent


2. Any one of the following from the categories below:
   Four (4) years (48 months) of work experience comparable to the third level of this series.
   Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills and Abilities

• Proficient computer skills, including the ability to use Microsoft Word, Excel, PowerPoint, and Outlook
• Ability to maintain general office equipment, including a copier and printers
• Excellent interpersonal skills
• Effective verbal and written communication skills with strong attention to accuracy and detail
• Strong organizational skills with the ability to be resourceful in data and information gathering
• Ability to determine priority of work tasks, multi-task, and show flexibility in shifting from one work duty to another as priorities demand
• Able to accommodate the needs of the principals and take initiative to ensure duties are completed accurately and in a timely manner
• Ability to establish own timetable and recommend changes or modifications to methods and procedures to complete the task in the most efficient manner
• Ability to exercise judgment as to when matters require the supervisor's attention and make administrative decisions without supervisory input if necessary
• Ability to maintain confidentiality

Appointment Information


This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after the closing date. The budgeted salary range for this position is $50,000-$55,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basi s per the University's Workplace Flexibility policy . Sponsorship for work authorization is not available for this position.


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 April 14, 2025. 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 Jill McKenna at glawe1@illinois.edu. For questions regarding the application process, please contact 217-333-2137.


The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits .

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: 1029985
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu


Apply Now