Office Manager - Associate Dean Research - School of Information Sciences

Office Manager

The School of Information Sciences at the University of Illinois invites applications from qualified individuals for a 100% full-time Office Manager in Research Services.

JOB SUMMARY

Serve as primary administrative support for the iSchool Associate Dean for Research. This position also assists with research services activities and operations to ensure effective research initiatives.

SPECIFIC DUTIES AND RESPONSIBILITIES

Administrative support:

· Provide daily administrative support to the Associate Dean for Research (ADR), including but not limited to calendar management, meeting scheduling and associated materials, and travel arrangements and reimbursements.

· Maintain an overall awareness of research services activities, tasks, and deadlines and keep the ADR and research services staff apprised.

· Assist with domestic and international travel arrangements for postdoctoral researchers, research fellows, PhD students, invited speakers, and faculty using the appropriate grant/fund, including but not limited to booking airline tickets, securing hotel accommodations, registering for conferences or meetings.

· Assist the Associate Dean for Research, PhD Program Director, and PhD Coordinator with PhD student travel as needed.

· Provide backup assistance and support to the Associate Director for Research Services with maintaining and updating the budget balance spreadsheets for faculty internal and external grants, research gifts, and ICR by reviewing and pulling data from MyUIFinancials.

· Responsible for sending the budget balance spreadsheets to faculty once per month as directed by the Associate Director for Research Services.

· Provide support to various iSchool committees as directed, such as Research Advisory and/or other special or ad hoc committees. Coordinate with chair and committee members to gather member availability and schedule meetings accordingly. Work with the chair to prepare meeting materials, including soliciting agenda items, and distributing agendas and materials to committee members in advance of each meeting. Assist with managing Box folders and/or MS Teams space for committees.

Transcribe minutes/notes at each meeting and file and distribute accordingly.

· Schedule research services staff meetings, assist with meeting preparation, and take notes.

· Monitor various research services inboxes. Forward or reply to email messages and/or assign messages to appropriate staff within the ticketing system.

· Provide support for research services staff activities as needed, including but not limited to serving as backup for research-related travel reimbursements and P-card purchases (e.g., software, memberships, Campus Ship), backup for entering appointments for the ADR in the HR appointment app, and coordination of the iSchool postdoctoral program.

· Help draft routine and special correspondence for PI's, visiting scholars and institutional guests, PhD students, and postdoctoral researchers on new initiatives such as acknowledgements and cover letters. Provide editorial review and routing assistance for letters of support for campus and external grants and awards.

· Assist the ADR and Associate Director for Research Services with special projects and tasks as requested.

Event Coordination:

· Assist with research services and iSchool event planning, coordination, setup/cleanup, and/or attendance, including but not limited to research showcase and convocation, as requested.

Other Duties:

· Perform other duties as assigned.

Minimum Qualifications

· High school diploma or equivalent.

· Any one or combination totaling two (2) years (24 months) from the categories below:
College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:…