Office Administrator - Beckman Institute for Advanced Science and Technology

Duties & Responsibilities

• Administrative
  • Support all administrative needs of the Center Director, Associate Director, and Assistant Director. This includes managing appointments and calendars, setting up polls and identifying availability for meetings, setting up virtual meetings and issuing calendar invitations, setting up in-person meetings and reserving rooms and promoting the Center’s scientific and outreach mission by coordinating conference, travel and in-person meetings outside of UIUC.
  • Manage communication between Center Director and STC faculty, collaborators, industry partners, executive committee and Advisory Board.
  • Track deadlines, deliverables and follow-up actions to ensure timely completion and effective communication for the Director.
  • Coordinate with all QCB staff to assist in emailing Center faculty, students and postdocs to communicate meeting times, dates and locations; set up meeting spaces for all Center in-person meetings, including research group meetings, summer school, retreats and other QCB events.
  • Communicate on a regular basis with the web content specialist and BI communications staff, assist with announcements and organization of STC seminars, workshops, summer school, STC publications, Center News and Minecraft inquiries, other outreach and visitor activities and coordination of website updates.
  • Arrange itineraries and schedules for speakers and participants including meetings with faculty, tours, housing, travel, seminar rooms and meals.
  • Oversee and assist the QCB Seminar Coordinator in running the weekly seminar. This includes ensuring accuracy of schedules, approving travel and logistics and ensuring all communications are sent in a timely manner.
  • Coordinate all QCB events, including the QCB summer school and Villa Cisse scholar programs. This includes making room reservations and schedules, reserving housing, arranging payments and honorariums as required, assisting with travel and coordinating communications among participants and QCB members.
• Financial
  • Authorize and initiate T-Card and P-Card purchases on behalf of the STC Directors and the Executive Committee.
  • Assist Center governance, departmental offices, academic and research travel reimbursements for STC graduate students, postdocs and faculty. Arrange for reimbursements of speakers, center faculty and participants. Adhere to department and campus limits on meals/receptions and travel.
  • Execute Purchase Orders as needed for Center equipment, housing for Center events, website maintenance, subcontractors and consultants and other expenses as needed.
  • Reconcile and close out all expense transactions in purchasing software using required University protocols. Work and communicate directly with Beckman Institute finance team as needed to ensure compliance of all purchasing rules.
  • Support the Assistant Director, who is responsible for fiscal management of the STC budget, in monitoring expenses for research, travel, workshops, summer school, administration and institute-support funds. Assist in sending and tracking communications about the financial state of the STC to relevant stakeholders, including QCB leadership, NSF Program Officers and faculty. Assist with financial reporting as needed.
• Academic
  • Interact with QCB students and postdocs to address questions, provide support for their research as it relates to their academic degree and communicate with departmental offices based on PhD degree requirements.
  • Support QCB postdocs and staff in the research mission of the Center by assisting with the ordering of materials and supplies.
  • Support research among trainees by booking rooms, scheduling meetings and sending communications for upcoming events.