Office Manager-Mechanical Science and Engineering

Office Manager

Department

• Department of Mechanical Science and Engineering
• The Grainger College of Engineering
• University of Illinois Urbana-Champaign

Position Summary

The Department of Mechanical Science and Engineering in The Grainger College of Engineering seeks applicants for the Office Manager position, in the Air Conditioning and Refrigeration Center (ACRC). ACRC was founded in 1988. This longest‑running center in MechSE, along with 30 sponsoring companies, is developing a new generation of energy‑efficient and reliable equipment for using environmentally safe refrigerants. ACRC carries on the department's historic leadership in air conditioning and refrigeration.

The primary function of this position is to provide administrative support for the Air Conditioning and Refrigeration Center (ACRC), to include the teaching, research, public service, and stakeholder activities for the Center.

Duties and Responsibilities

Administration

• Act as first point of contact for the center.
• Promote and foster positive interactions between center directors, alumni, industry partners, and other stakeholders.
• Facilitate meetings and hospitality between center directors and alumni or industry partners.
• Oversee and execute all hospitality for development activities including attend to special needs, catering, room reservations, hotel reservations of individual alumni, industry partners, or other stakeholders.
• Assist in maintaining the financial records for the center, monitoring appropriations, income, and expenditures. Track allocation of center staff and students with respect to the various research projects, including space, equipment, and funding allocations for research projects.
• Invoice affiliates as required for their membership renewals, track payments by affiliates, and alert Director(s) to emerging financial problems related to income and expenditures.
• Initiate and maintain regular contact, per the center's calendar, (and as requested by the Director[s])), to ensure timely submission and dissemination of project proposals, updates, and other meeting materials, including memoranda to faculty, students, and members on these topics.
• Identify, prepare, and monitor confidential and other center‑related documents and advise the Director(s) on changes that might necessitate action.
• Provide logistical support for technology transfer and/or outreach events.

Communications

• Work with Director(s) to develop administrative content for web site and social media, and coordinate development with MechSE communication.
• Manage creation and distribution of center related printed materials, including annual research reports and letters.
• Supervise creation of event fliers and coordinate both content and distribution with MechSE communications.

Events and Meetings

• Promote and foster positive interaction between advisory board and center director and maintain board roster.
• Coordinate scheduling of board meetings with center director, MechSE communications and facilities.
• Develop and distribute board meeting agendas and read‑ahead material.
• Serve as the event POC, communicating with board members and managing reservations for hotel rooms, meeting rooms, and catering (event attendance may include work outside of the standard schedule).
• Manage logistics for ACRC‑invited guest speakers, including supporting hospitality, meetings with faculty/students, lodging, travel, and reimbursements.

Procurement and Travel

• Prepare travel and supplies reimbursement in Emburse for the center's faculty, staff and students.
• Assist ACRC faculty and students with printing, copying, mailing, shipping, and placing orders for office and research supplies. This includes iBUY and p‑card purchases.
• Obtain prices and initiate procurement with vendors for any necessary expenditures related to Center activities, working with the department business office as necessary to ensure compliance with university procurement processes and policies.
• Other duties as assigned to further the mission of the center.

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

• Ability to assist customers with kindness, patience and professionalism.
• Knowledge of engineering and mathematical notations and format for technical manuscript preparation, including knowledge of the Greek alphabet and mathematical skills.
• Ability to decipher, organize, and type complex material, including mathematical equations.
• Extensive knowledge of general office practices and procedures to include spelling, grammar, punctuation, sentence and paragraph structure and formatting.
• Knowledge of University procedures, objectives and goals.
• Ability to organize and manage multiple activities involving people, programs and resources.
• Ability to provide front‑line customer service and communicate respectfully and effectively with individuals from a wide range of cultural backgrounds and perspectives.
• Proficiency with Microsoft Office Suite, Emburse, iBuy, p/t‑card policies and procedures and the purchasing applications.

Appointment Information

• This is a full‑time Civil Service Office Manager position appointed on a 12‑month service basis. The expected start date is as soon as possible after the closing date.
• This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry‑level salary for the Office Manager classification is $46,975.50 ($24.09/hour).
• Hybrid work options may be available for this position, with the ability to be on‑site at the University of Illinois Urbana‑Champaign campus as needed per the University's Workplace Flexibility policy.
• This position is not eligible for any type of sponsorship for work authorization.

Application Procedures and Deadline Information

• Applications must be received by 6:00 pm (CST) on Friday, March 27, 2026.
• Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references.
• To be considered as a transfer candidate, you must apply for this position. Applications not submitted through will not be considered.
• If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.
• For further information about this specific position, please contact Hannah Dorsey and view email address on jobs.institutedata.com.
• For questions regarding the application process, please contact view phone number on jobs.institutedata.com.

University Overview

At the University of Illinois Urbana‑Champaign – the state's flagship public university and one of the world's leading research institutions – every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first‑generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far‑reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well‑being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence – where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Benefits

• This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

Equal Opportunity Employer

• 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. Please visit Required Employment Notices and Posters to view our non‑discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E‑Verify.
• 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 view phone number on jobs.institutedata.com, option #1, or view email address on jobs.institutedata.com.

Additional Information

• Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

Requisition ID

1035376

Job Category

Administrative Support

Apply at

(Apply using the link provided in the posting)