Office Manager - NCSA

NCSA

Duties & Responsibilities

Administrative Support:

• Manage reconciliations, process invoices, and travel expenditures and reimbursements.
• Assist with coordinating P-card and T-card purchases, including procuring items and equipment for employees, students, faculty, as requested.
• Maintain records, update data as needed.
• Review incoming communications and respond independently when possible.

Administrative Coordination:

• Manage office supplies and promotional items inventory by tracking in-stock items, including maintenance of spreadsheets for all equipment purchased.
• Coordinate and maintain filing systems.
• Serve as the first point of contact for visitors, students, staff and faculty, as needed.

Event Support:

• Coordinate meeting and event logistics such as securing space, scheduling venues, sending out calendar invitations, making calendar changes, setting up conference lines, creating itineraries for visitors, arranging accommodations, and collaborating with support staff for audiovisual, catering, or other needs, as applicable.
• Communicate with event participants, track registrations, and draft/distribute post-event follow-up correspondence, as requested.

Communications Support:

• Compose correspondence and reports requiring knowledge of the activities and procedures assigned groups, project/program offices, or affiliated centers including, but not limited to, current and prospective student correspondence and recruitment material, as requested.
• Review and disseminate communications and assist with promoting visibility of assigned groups, project/program offices, or affiliated centers through web, print, multimedia and emerging communication vehicles, as requested.

Additional Duties as Assigned:

• Perform other closely related duties as assigned to further the missions of NCSA and any assigned groups, project/program offices, or affiliated centers.

Minimum Qualifications

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

Knowledge, Skills and Abilities

• Proficiency with Microsoft Office software.
• Excellent organization and communication skills.
• Ability to use independent judgment to make decisions.
• Strong attention to detail and the ability to prioritize.
• Sound judgment and discretion.

Appointment Information

This is a 50% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after 8/1/2026. The
starting salary for this position is $23,487.75 annually. This position is not
eligible for any type of sponsorship for work authorization.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Wednesday, June 24, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu 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 kiener2@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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.

Champaign-Urbana

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.

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.

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 217-333-0885, option #1, or accessibility@illinois.edu

Requisition ID 1036864
Job Category Professional and Administrative
Apply at: https://jobs.illinois.edu