Office Manager- Ten Academic Alliance

The Big Ten Academic Alliance, a consortium of Big Ten universities headquartered in Champaign, IL and hosted by the University of Illinois at Urbana‑Champaign, is seeking an Office Manager. The role will play a pivotal part in arranging travel, processing travel reimbursements through the University of Illinois travel system, and supporting events for the 19 member institutions.

The Office Manager will serve as the primary coordinator for staff and guest travel, ensuring compliance with University of Illinois travel policies and procedures. This role is responsible for processing travel reimbursements, providing guidance and support throughout the planning and reimbursement process, and delivering limited coordination support for meeting spaces, hotel blocks, and other logistical needs associated with organizational meetings and events.

Location:

Champaign, Illinois. This position operates within a hybrid work environment, allowing a combination of remote and on‑site work.

We are dedicated to fostering an inclusive community that values diversity of perspectives, experiences, and ideas. We seek candidates who share our commitment to creating a welcoming, respectful, and supportive environment where everyone can contribute and succeed.

• Travel Support
  • Provides guidance and consultation to staff regarding Big Ten Academic Alliance travel policies, procedures, and best practices; develops and maintains travel resources, checklists, and reference materials to support efficient and compliant travel processes.
  • Monitors, interprets, and maintains current knowledge of University travel policies, procedures, and regulatory requirements to ensure institutional and sponsor compliance.
  • Collects, reviews, and reconciles post‑travel expense documentation in accordance with University policy; prepares and submits expense reimbursements through the University travel system in a timely and accurate manner.
  • Coordinates travel logistics and provides administrative support for speakers, guests, and external partners participating in stakeholder meetings, conferences, and special events, in collaboration with programmatic staff.
  • Processes travel reimbursements for guests and participants supported through grant‑funded and other externally sponsored programs, ensuring compliance with sponsor guidelines and Big Ten Academic Alliance requirements.
• Event Support
  • Checks availability of event venues, reserves venues appropriate for each event, arranges for audio/visual/IT equipment as needed, arranges for catering services, secures hotel blocks at nearby hotels, and arranges transportation, in collaboration with programmatic staff.
  • Ensures the appropriate contracts are in place for each of the items above and that payments are processed in a timely and efficient manner, in coordination with the Finance Team.
• Administrative Support
  • Provides administrative support for the President’s Administrative Assistant and other designated staff members, as well as performs other duties as assigned.