Office Manager- LAS Marketing & Communications

Office Manager- LAS Marketing & Communications

College of Liberal Arts & Sciences

University of Illinois at Urbana-Champaign

The Marketing and Communications team for the College of Liberal Arts & Sciences (LAS) provides a creative and collaborative environment to support the mission and priorities of the College of LAS. This results in a dynamic, team-oriented workplace where a wide variety of projects and tasks drive the success of the team.

The Office Manager for the College of Liberal Arts & Sciences (LAS) Office of Marketing and Communications (Mar Com) supports all administrative operations of the team to ensure efficient departmental workflow and successful completion of projects.

• Coordinate and schedule meetings, including reserving rooms and managing logistics for Mar Com Team.
• Prepare meeting spaces and technology to ensure smooth set-up and execution.
• Maintain and oversee Mar Com team shared calendars.
• Develop and maintain standard operating procedures (SOPs) for recurring administrative and operational activities. Oversee scheduling processes such as the departmental golf cart calendar to ensure employees have appropriate authorization and understand related procedures.
• Monitor and manage the department’s email inbox, responding to inquiries and routing messages as appropriate.
• Welcome and greet visitors, provide assistance, and direct them to appropriate staff or locations.
• Receive and distribute deliveries.
• Liaison and primary point of contact between Mar Com and LAS HR to initiate search request documentation, coordinate promotions, and streamline related HR processes.
• Coordinate the administrative aspects of staff onboarding and offboarding, including preparing position-specific manuals and ensuring a smooth transition for incoming and departing employees.
• Compile and prepare reports to support data-driven decision making.
• Update and maintain alumni and donor communication preferences in the campus alumni database (TED).
• Organize and maintain inventory of promotional items, office supplies, and technology equipment.

• Maintain accurate and up-to-date information for Mar Com projects within the project management system. Responsibilities include entering new projects, updating timelines and task statuses, tracking progress, and ensuring project details and documentation are current and accessible to team members.
• Assist with managing and directing project requests to the appropriate team member. Monitor incoming project requests, assess scope and requirements, and route them to the appropriate Mar Com team member. Ensure requests are accurately logged, tracked, and communicated to maintain efficient project flow and timely completion.
• Communicate project details, progress, and updates to partners.
• Input, update, and maintain departmental records across shared drives, campus systems, and project management software.
• Submit and manage requests for alumni communications using the University of Illinois Foundation project management software.

• Serve as primary liaison to the LAS Business Office for purchasing needs. Responsible for ensuring purchasing work is completed in a timely manner so as not to delay any of the team’s projects, most of which are deadline‑driven.
• Use iBuy to process purchases of office supplies, equipment, and related items.
• Manage conference registrations and associated payments.
• Arrange, book, and coordinate travel plans for Mar Com team members.
• Create and process purchase orders (POs).
• Process Pcard and Tcard transactions in compliance with university policies.

• Lead the planning, coordination, and on‑site execution of departmental events such as staff retreats, quarterly strategic planning days, and the college wide Headshot Day. Responsibilities include scheduling and reserving spaces, coordinating logistics and setup, ordering food, serving as the main liaison with vendors and internal partners, arriving early to ensure readiness, troubleshooting issues during events (e.g., audiovisual setup or equipment needs), providing hands‑on support throughout the event to ensure smooth operations, and staying after…