Office Manager - NCSA

Office Manager - NCSA

Job Summary
Provide administrative support and coordination for the day-to-day operations for NCSA groups, project/program offices, and/or affiliated centers, as assigned, as part of the NCSA Administrative Support Coordination Office (ACO). This includes, but is not limited to the coordination of various meetings, visits, conferences, workshops, and training events held throughout the year.

Administrative Support

• Manage reconciliations, process invoices, and travel expenditures and reimbursements.
• Assist with coordinating P-card and T-card purchases, including procuring items and equipment for employees, students, faculty, as requested.
• Maintain records, update data as needed.
• Review incoming communications and respond independently when possible.

Administrative Coordination

• Manage office supplies and promotional items inventory by tracking in-stock items, including maintenance of spreadsheets for all equipment purchased.
• Coordinate and maintain filing systems.
• Serve as the first point of contact for visitors, students, staff and faculty, as needed.

Event Support

• Coordinate meeting and event logistics such as securing space, scheduling venues, sending out calendar invitations, making calendar changes, setting up conference lines, creating itineraries for visitors, arranging accommodations, and collaborating with support staff for audiovisual, catering, or other needs, as applicable.
• Communicate with event participants, track registrations, and draft/distribute post-event follow-up correspondence, as requested.

Communications Support

• Compose correspondence and reports requiring knowledge of the activities and procedures assigned to groups, project/program offices, or affiliated centers including, but not limited to, current and prospective student correspondence and recruitment material, as requested.
• Review and disseminate communications and assist with promoting visibility of assigned groups, project/program offices, or affiliated centers through web, print, multimedia and emerging communication vehicles, as requested.

Additional Duties as Assigned

• Perform other closely related duties as assigned to further the missions of NCSA and any assigned groups, project/program offices, or affiliated centers.

• High school diploma or equivalent.
• Two (2) years (24 months) of work experience comparable to the third level of this series.

• Proficiency with Microsoft Office software.
• Excellent organization and communication skills.
• Ability to use independent judgment to make decisions.
• Strong attention to detail and the ability to prioritize.
• Sound judgment and discretion.

This is a 50% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after 8/1/2026. The starting salary for this position is $23,487.75 annually. This position is not eligible for any type of sponsorship for work authorization.

• Health, Dental, Vision, Life Insurance.
• Retirement Plan.
• Paid time Off.
• Tuition waivers for employees and dependents.

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. The University of Illinois System complies with all applicable state and federal employment mandates and properly presents Required Employment Notices and Posters to view the non-discrimination statement. 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 accommodation portal, or by contacting the Office for Access & Equity at 217‑333‑0885, option #1, or accessibility.

Requisition
Job Category:
Professional and Administrative
Apply at: (Use the "Apply for this Job" box below)..edu