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.