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University of Illinois Urbana-Champaign · 19 hours ago

Office Administrator - National Center for Supercomputing Applications

Urbana, IL

Full-time

Onsite

Entry Level

2+ years exp

The National Center for Supercomputing Applications at the University of Illinois Urbana-Champaign provides advanced digital resources for scientific research. The Office Administrator role involves essential administrative support, including managing schedules, maintaining filing systems, and coordinating travel arrangements for initiatives.

Higher Education

No H1B

Responsibilities

Manage the calendar for new initiatives, including scheduling meetings, gatherings, visits, appearances and resolving conflicts

Maintain indexed paper and electronic filing systems for the initiatives that retain records of NCSA correspondence and activities in accordance with campus university policy and facilitates access to said information. Ensure that electronic documents are backed up appropriately and that access is appropriately controlled

Compose highly technical and confidential correspondence for PI’s on new initiatives, including but not limited to, letters of thanks, congratulations, acknowledgements and cover letters for the distribution of information to designated persons. In the initiative PI’s absence, sign letters on their behalf

On behalf of the initiatives, respond to telephone and electronic mail inquiries. Answer inquiries using independent judgment, requiring detailed knowledge and interpretation of the Center’s policies and procedures

Coordinate travel arrangements for the initiatives PI’s, initiative staff, and invited speakers, including airline ticket purchases, hotel reservations, registration for meetings, etc

Prepare materials, files and background information for meetings

Establish and maintain confidential records and files on specific projects for the initiatives

Create Travel Plans (pre-trip approval) for members of the initiative’s, prepare travel reimbursements and miscellaneous reimbursements and non-purchase order payments to vendors

Coordinate deadlines on assignments given by the initiative’s PI’s to appropriate NCSA staff in order to assure completion in an accurate and timely fashion

Organize agendas for national and international visitors when it involves the initiative PI’s participation

Attend regularly-scheduled meetings with the Initiatives PI’s to take minutes, review schedules, prioritize projects and discuss NCSA activities

Review monthly initiative budget statements for accuracy. Maintain a spreadsheet to incorporate daily expenditures for accurate totals

Other related duties as assigned

Qualification

Calendar managementFiling systemsTravel coordinationBudget managementCommunication skillsOrganizational skillsTime management

Required

High school diploma or equivalent

Four (4) years (48 months) of work experience comparable to the third level of this series

Two (2) years (24 months) of work experience comparable to the fourth level of this series

Benefits

Health

Dental

Vision

Life Insurance

A Retirement Plan

Paid time Off

Tuition waivers for employees and dependents

Company

University of Illinois Urbana-Champaign

The University of Illinois Urbana-Champaign is dedicated to building upon its tradition of excellence in education, research, public engagement and economic development.

Founded in 1915

Champaign, IL, US

10001+ employees