Office Manager, Materials Research Laboratory
University of Illinois

Office Manager, Materials Research Laboratory

IQUIST - Materials Research Laboratory

Job Summary
Support core center activities for the Illinois Quantum Information Science and Technology Center (IQUIST) as well as the Hybrid Quantum Architectures and Networks (HQAN) and Quantum Sensing and Quantum Materials (QSQM) units housed within the Materials Research Laboratory (MRL). Activities include organizing seminars/workshops, documenting programmatic activities, scheduling meetings, coordinating social media outreach, and completing content updates to the IQUIST website.

Duties & Responsibilities

• Independently organize and facilitate meetings, seminars, and workshops including:
  1. Overseeing schedules and requesting the availability of internal and external stakeholders utilizing various tools such as Outlook Calendar, Doodle Polls, or When2Meet.
  2. Securing meeting room reservations or creating Zoom meetings/webinars, collecting and maintaining recording permissions, uploading recordings to IQUIST's YouTube channel and website, recording accurate meeting notes and dispersing as needed, updating online event calendars through WebTools.
  3. Producing weekly communications to various campus mailing lists and utilizing Email+, tracking and communicating impending engagements, preparing relevant materials and reports, escorting visitors or providing accurate Zoom links to relevant online events.
  4. Processing reimbursements for invited speakers, ordering food, arranging travel, and coordinating audio/visual equipment as needed.
• Support social media outreach and maintain the IQUIST website by completing content updates at the direction of IQUIST leadership, utilizing Google Alerts, Hootsuite, Air Table, or other means of staying current and up to date on recent news items and content related to our faculty and programs.
• Provide general administrative support to designated IQUIST member(s) including calendar management, travel arrangements, and filing.
• Conduct research as requested and report information on IQUIST programs. This includes independently collecting, organizing, and formatting data related to programmatic activities for inclusion in the appropriate reports and developing and maintaining a filing system for this data.
• Supervise student workers and Extra Help staff.
• Assist with purchases and maintain an accurate inventory of items and supplies, ordering supplies as needed/requested and tracking expenditures.
• Perform other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent.
• Two (2) years (24 months) of work experience.

Knowledge, Skills and Abilities

• Experience with content updates on websites.
• Experience with HTML/CSS and web development tools.
• Experience with multimedia (images, audio, and video) tools.
• Experience with relevant multimedia software programs, examples include Adobe Photoshop, Illustrator, InDesign, Premiere Pro, Audition, and Canva.
• Experience with campus platforms such as WebTools, Air Table, Site Manager, Email+, WordPress, Campus Calendar, and departmental portals.
• Experience with Banner, P-Card Web Solutions™, iTravel, and the T-card System (TEM).
• Experience providing administrative support and/or direct faculty support in a research setting.
• Experience interpreting University of Illinois business guidelines, policies, and procedures.
• Ability to independently organize and prioritize daily duties for efficient office management and daily office tasks or through the use of Project Management tools such as Trello.
• Application of expertise to implement operating procedures of the department.
• Ability to discern the importance of requests involving time commitments for the Director.
• Knowledge of the University of Illinois organization, structure, policies, procedures, activities, and programs.
• Mature judgment to determine what information can be given out, to whom, and when (confidentiality).
• Ability to communicate effectively, orally, in writing, and in person.
• Ability to prioritize and organize activities for the day, week, and long term.
• Initiative to plan and execute work with minimal supervision.
• Flexibility to adapt to sudden changes in planning and activities.
• Knowledge of grammar, spelling, punctuation, and writing.
• Knowledge of Windows and/or Macintosh computer systems, online tools, peripherals, software, and computer projectors.
• Patience in dealing effectively and efficiently with faculty, staff, students, and external stakeholders.

Appointment Information

This is a 100% full-time Civil Service Office Manager position, appointed on a 12-month basis. Work authorization is not available for this position. Employees hired into this position will be expected to work on-site or hybrid remote/on-site full-time. The expected start date is as soon as possible after the closing date. The entry-level annual salary for the Office Manager classification is $44,267.08.

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 6, 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. 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 Summer Redman at sredman@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. 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: 1024046R
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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