Office Manager - Materials Science and Engineering

Office Manager

Department of Materials Science and Engineering (MatSE) at the University of Illinois Urbana‑Champaign is seeking an Office Manager to support the Graduate Programs Office. The role serves as the initial point of contact and provides administrative support in managing graduate admissions, recruitment, program operations support, and other administrative functions to ensure efficient office operations and high‑quality customer service.

• Serve as first point of contact for the Graduate Programs Office.
• Provide administrative and scheduling support to the Associate Head of Graduate Studies and Assistant Director of Graduate Programs.
• Manage GPO email inbox, answering questions and inquiries from students and faculty regarding graduate program and departmental operations.
• Serve as liaison for publications and communications (website, handbook, etc.) in consultation with Associate Head of Graduate Studies.
• Prepare correspondence requiring policy interpretation to prospective students, current students, faculty, staff and other constituents; assist with graduate form processing including enrollment verification and program end dates for housing lease or other forms.
• Assist with preparing presentation materials for events, orientation, recruitment visits, and mailings as required.
• Serve as GPO liaison with graduate student groups, including Materials Research Society.
• Order and maintain office supplies for the GPO.

• Maintain graduate student records for MS and PhD students (electronic via Grad Records and paper), manage graduate student annual review process, and ensure all graduate student listservs are updated each term.
• Assist with registration requests and other relevant correspondence to graduate students regarding registration, career opportunities and resources, and other graduate student related policies.
• Manage PhD examinations including preparing announcements, committee paperwork, communication, and recording exam results (qualifying, prelim, and final examinations).
• Manage Oral English Assessment Interview (OEAI) registration and review processing of OPT, CPT, and other ISSS forms for international graduate students.

• Support all efforts of all graduate related committees by managing administrative tasks and committee meeting participation; provide administrative support for admission‑related tasks.
• Serve as main contact for Graduate Awards/Fellowships committee by managing administrative tasks for internal and external Fellowship and Award submissions.
• Process general fellowship forms and DAWS entries for awards processing.

• Assist with data tracking by keeping updated admissions data spreadsheets, MS 3+2 enrollment, and MS/PhD time to degree spreadsheets for report and assessment.
• Track post‑graduation data available via Illinois Illini Success Survey and MatSE exit survey.
• Manage graduation/exit surveys and participate in exit interviews with the Department Head.

• Plan and organize various recruiting events and current student events or informational sessions for MS and PhD students, including event arrangements for travel, hotel, meals, and other expenses.
• Assist with presentations and event materials.

• Submit TA appointments each semester in consultation with Business Office; update as needed for changes or corrections.
• Submit department Pcard and Tcard transactions and purchase requests as needed and provide advice regarding the appropriateness of requested expenditures.
• Perform other duties as appropriate in support of the GPO and to further the mission of the department.

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

• Ability to communicate effectively and respond appropriately to customer needs.
• Working knowledge of Microsoft Outlook, Word, Excel, PowerPoint, Teams, and…