Office Manager-Mechanical Science and Engineering

Duties Responsibilities Graduate Program Administrative Activities: • Serve as first point of contact for the GPO. • Responsible for managing GPO email inbox, answering a broad range of questions and inquiries from students and faculty regarding graduate program and departmental operations, enrollments, required and elective courses, registration, assistantship assignments, fellowships, degree requirements, deadlines, etc. • Creation, revision, and maintenance of publications for internal and external audiences, including departmental websites, graduate blog webpages, the MechSE Graduate Handbook, and informational bulletin boards. • Submit TA appointments in My.MechSE appointment app each semester; updating as needed for changes/corrections • Prepare correspondence requiring policy interpretation to prospective students, current students, faculty, staff and other constituents. • Submit department Pcard and Tcard transactions and purchase requests as needed and provide advice regarding the appropriateness of requested expenditures • Provide recruitment event arrangements for travel, hotel, meals, and other expenses. • Collaborate with GPO staff to administer graduate student recruiting events. • Assist, develop, and prepare presentations materials, for events, orientation, recruitment visits and mailings as required. • Serve as GPO liaison with graduate student groups, including GraMS and UIUC Grad SWE. • Verify enrollment and program end dates for housing lease forms. . Order and maintain office supplies for the GPO. Graduate Program Activities: • Facilitate management of PhD examinations including preparing announcements, committee paperwork, communication, and recording exam results. • Manage MechSE graduate student seminar course attendance tracking, completion, and grades. • Manage Oral English Assessment Interview (OEAI) registration and results for internal students. • Process general fellowship forms. • Assist with processing registration requests. • Assume additional appropriate related duties to further the mission of the department.