Office Manager - Electrical and Computer Engineering

Office Manager

Department of Electrical and Computer Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Department of Electrical and Computer Engineering (ECE) in The Grainger College of Engineering seeks applicants for an Office Manager position. Under direction of the Director of Constituent Engagement, this position provides specialized administrative support to the Office of Constituent Engagement (OCE) in ECE supporting corporate relations, alumni and donor relations, marketing and communications, and student organization activities.

Duties and Responsibilities:

Administrative and Operational Support

* Using in-depth knowledge of department and University policies and procedures, serve as the primary point of contact for the OCE by determining needs and handling routine and complex inquiries, requests, and issues. Responsibilities include:

o Triage telephone calls, visitors, and emails and inquiries sent to the OCE group email.

* Coordinate and schedule appointments and meetings on behalf of OCE staff.

* Attend alumni board meetings, record meeting minutes, and manage speakers' needs.

* Prepare meeting agendas, visitor itineraries, reports, and other materials.

* Receive, sort, and distribute incoming mail.

* Establish and maintain a complex and confidential electronic filing system.

* Manage inventory of office supplies and promotional items by anticipating needs and coordinating purchases with vendors.

* Assist with tracking budgets and recording expenses.

* Manage purchasing activities for constituent engagement activities for the department.

* Coordinate and track corporate donation deposits.

* Manage payments for marketing and advertising charges.

* Track and enter alumni and donor engagements and maintain accurate information within Blackbaud CRM (TED), including alumni/donor records, interactions, reports, and news articles. Gather information from TED upon request from OCE staff or the Department Head.

* In consultation with OCE staff, assist with posting and approval of marketing and communications related content in My.ECE and respond to content and announcement requests.

Event Support

* Manage logistical arrangements for meetings, events, receptions, board meetings, and alumni/donor visits, including the coordination and preparation of agendas and itineraries and the management of space reservations, corporate materials logistics for recruiting visits, and catering orders.

* Support the communication and promotion of constituent engagement efforts, including creating and distributing event invitations, registration forms, announcements, posters, and other materials.

* Assist with Event Management in TED, including guest registration and interactions for alumni and donor relations events.

Student Organization Support

* Assist with the development and management of the Registered Student Organizations (RSO) Corporate Hosting Program, including event coordination, corporate stewardship, and billing.

* Assist the department's Student Advancement Committee (ECESAC) and Graduate Student Advancement Committee (GradSAC) with the coordination of student events, including purchasing supplies and managing catering.

* In consultation with ECE staff, track and monitor annual budgets for ECESAC and GradSAC.

* Solicit and maintain a comprehensive list of officers for ECE student organizations, providing requested information to ECE facilities staff for student space access.

Travel Support

* Coordinate travel arrangements for OCE staff, including organizing trip details, preparing itineraries, and purchasing travel accommodations (airfare and hotel reservations).

* Manage travel reimbursements for OCE staff and serve as backup to other administrative staff for travel as needed.

Other duties as assigned to support the constituent engagement mission of the ECE department.

Minimum Qualifications:

* High school diploma or equivalent.

* Two (2) years (24 months) of work experience comparable to the third level of this series.

Preferred Qualifications:

* Prior experience working in higher education.

* Prior experience working in an advancement-related area, such as marketing, communications, alumni and donor relations, or corporate relations.

* Experience using Customer Relationship Manager (CRM) for tracking corporate interactions, preferably Blackbaud CRM (TED), the University's alumni database.

Knowledge, Skills and Abilities:

* Demonstrated knowledge of department and University administrative and clerical procedures and systems, such as Microsoft Office, managing files and records, and other office procedures.

* Demonstrated knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting of business correspondence and publications.

* Ability to apply and ensure compliance with department and University policies and procedures.

* Excellent interpersonal skills.

* Excellent decision-making skills and the ability to work independently.

* Ability to provide front-line customer service and communicate respectfully and effectively with individuals from a wide range of cultural backgrounds and perspectives.

* Ability to perform electronic calendaring and database maintenance.

* Ability to perform Web-based research, compile material from various sources, and assemble the material in an orderly, concise, and readily understandable manner.

* Ability to maintain strict confidentiality in performing the duties associated with this position.

* Ability to represent the department in the highest professional manner at all times.

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 a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Manager classification is $46,975.50 ($24.090/hour). This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy. This position is not eligible for any type of sponsorship for work authorization.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on June 26, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. 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 Amy Meharry at amym@illinois.edu. For questions regarding the application process, please contact 217-333-2137.