Office Administrator - Beckman Institute Advanced Science and Technology

Office Administrator - Beckman Institute for Advanced Science and Technology

Support the NSF Science and Technology Center for Quantitative Cell Biology's (STC-QCB) mission by assisting with the coordination of the daily administrative and reporting functions of the STC-QCB in conjunction with the Assistant Director and Center leadership.

• Support all administrative needs of the Center Director, Associate Director, and Assistant Director, including managing appointments and calendars, setting up polls and identifying availability for meetings, scheduling virtual and in‑person meetings, and reserving rooms.
• Promote the Center’s scientific and outreach mission by coordinating conferences, travel and in‑person meetings outside of UIUC.
• Manage communication between Center Director and STC faculty, collaborators, industry partners, executive committee and Advisory Board.
• Track deadlines, deliverables and follow‑up actions to ensure timely completion and effective communication for the Director.
• Coordinate with QCB staff to assist in emailing Center faculty, students and postdocs to communicate meeting times, dates and locations; set up meeting spaces for all Center in‑person meetings, including research group meetings, summer school, retreats and other QCB events.
• Communicate regularly with the web content specialist and BI communications staff, assist with announcements and organization of STC seminars, workshops, summer school, STC publications, Center News and Minecraft inquiries, other outreach and visitor activities and coordination of website updates.
• Arrange itineraries and schedules for speakers and participants including meetings with faculty, tours, housing, travel, seminar rooms and meals.
• Oversee and assist the QCB Seminar Coordinator in running the weekly seminar, ensuring accuracy of schedules, approving travel and logistics and ensuring all communications are sent in a timely manner.
• Coordinate all QCB events, including the QCB summer school and Villa Cisse scholar programs; make room reservations and schedules, reserve housing, arrange payments and honorariums as required, and assist with travel and coordinating communications among participants and QCB members.
• Authorize and initiate T‑Card and P‑Card purchases on behalf of the STC Directors and the Executive Committee.
• Assist Center governance, departmental offices, academic and research travel reimbursements for STC graduate students, postdocs and faculty; arrange for reimbursements of speakers, center faculty and participants; adhere to department and campus limits on meals/receptions and travel.
• Execute Purchase Orders as needed for Center equipment, housing for Center events, website maintenance, subcontractors, consultants and other expenses.
• Reconcile and close out all expense transactions in purchasing software using required University protocols; work and communicate directly with Beckman Institute finance team to ensure compliance of all purchasing rules.
• Support the Assistant Director, who is responsible for fiscal management of the STC budget, in monitoring expenses for research, travel, workshops, summer school, administration and institute‑support funds; assist in sending and tracking communications about the financial state of the STC to relevant stakeholders, including QCB leadership, NSF Program Officers and faculty; assist with financial reporting as needed.
• Interact with QCB students and postdocs to address questions, provide support for their research as it relates to their academic degree and communicate with departmental offices based on PhD degree requirements.
• Support QCB postdocs and staff in the research mission of the Center by assisting with the ordering of materials and supplies.
• Support research among trainees by booking rooms, scheduling meetings and sending communications for upcoming events.

• At least 50…