Office Manager

1 week ago

Urbana, Illinois, United States University of Illinois Urbana-Champaign Full time

Office Manager

Holonyak Micro and Nanotechnology Laboratory

The Grainger College of Engineering

University of Illinois Urbana-Champaign


The Holonyak Micro and Nanotechnology Laboratory (HMNTL) in The Grainger College of Engineering seeks applicants for an Office Manager position.

This position is responsible for providing administrative support to the Director and operations of HMNTL.

***
Duties and Responsibilities:
Administrative
Duties

  • Manage room reservations for HMNTL conference rooms and atrium.
  • Maintain calendars for HMNTL conference rooms, seminar room, and atrium usage. Assist other campus units with renting HMNTL facilities, including collecting and accommodating the requirements for their events.
  • Plan and schedule social events for HMNTL, including Fall Welcome, holiday party, staff and faculty lunches, and other HMNTL events.
  • Make travel arrangements for visitors including airfare, rental cars, and lodging, and assist with travelers' daily agendas, meetings, and reimbursements.
  • In collaboration with the Facilities Manager, create and maintain a report indicating space occupancy for faculty, staff, and students within HMNTL.
  • Maintain the Pro-Watch keycard and building access system on a daily basis and work with the Facility Manager and Associate Director for Cleanroom Operations accordingly. Approve key and keycard requests and maintain accurate records of all forms required for gaining access to the Cleanroom, Biolaboratory, and rooms within HMNTL. Maintain keycard and key information in the Pro-Watch system. Process building access requests and ensure all procedures are followed correctly for building orientation and Cleanroom and Biolaboratory trainings. Coordinate bimonthly Safety Training by receiving, processing, and confirming training requests submitted via an electronic system. Create, update, revise, and retrieve files and records involving indexing and crossfiling requirements with responsibility for maintaining adequate, accurate, and accessible information, which may include confidential materials. Provide a list of safety trainings and monthly access reports to the Business Office for billing purposes.
  • Serve as the unit representative for UPS Campus Ship, coordinating shipments through UPS for faculty and staff as needed.
  • Maintain T-Card and P-Card, reconciling transactions in Chrome River in a timely manner.
  • Distribute campus and postal mail daily, notify senders when recipients are no longer in HMNTL, and create new mailboxes.
  • Stock supplies regularly in the mailroom to ensure availability for facility users and maintain unit copier and printer.
  • Hire and supervise student employees and extra help employees as necessary during busy times.
  • Provide administrative assistance to the Business Office and facilities team as needed.

Director
Assistant
Duties

  • Attend meetings, record minutes, and distribute the minutes accordingly.
  • Assist the Director and Director's research group with purchasing.
  • Organize meetings and conferences, including ordering food and beverages, for HMNTL internal committees (Lead Staff, Advisory, Space, Equipment, Faculty Search, and others), research center organizational meetings, annual Holonyak Workshop, and other activities that involve the Director's interactions with external groups. Maintain and update committee membership. This includes heavy planning at the beginning of the Fall, Spring, and Summer semesters requiring 23 weeks of focused work.
  • Organization and execution of HMNTLrelated faculty online elections including Grainger College of Engineering executive committee representative.
  • In collaboration with HMNTL staff, create and distribute faculty and user feedback surveys as needed. Prepare and distribute reports summarizing feedback.
  • Collect and organize documents that require the Director's signature and route the signed documents to their destination.
  • Provide general administrative assistance for initiatives led by the Director with relevance to HMNTL, including research centers, education/workforce development efforts, and service for the State, Campus, College, and professional societies.
  • Assemble reports for various stakeholders for the Director, as needed.
  • Handle confidential documents including personnel, institutional, and historical documents.
  • Create, update, revise, and retrieve electronic and hardcopy files and records with responsibility for maintaining adequate, accurate, and accessible information according to records retention policy and order supplies for the office suite.

Performs
other
related
duties
as
assigned

Minimum Qualifications:

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

Knowledge, Skills and Abilities:

  • Strong organizational skills, attention to detail, and the ability to multitask and work with mult

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