The Big Ten Academic Alliance, the consortium of Big Ten universities headquartered in Champaign, IL and hosted by the University of Illinois at Urbana-Champaign campus, is seeking an Office Manager.
The Big Ten Academic Alliance is at the forefront of higher education academic collaboration and focuses on advancing institutional excellence. We are seeking an Office Manager who will play a critical role in arranging travel, and processing travel reimbursements through the University of Illinois travel system and also supporting events. With 19 member institutions ranging from New Jersey to California, and a mission to foster collaboration, travel and off-site event planning are at the very core of our work. This Office Manager position, reporting to the Assistant to the President, will play a central role in coordinating the travel reimbursement process as a primary responsibility, while supporting event planning efforts to ensure smooth and effective operations.
Big Ten Academic Alliance staff are employees of the University of Illinois and receive employee benefits. We are dedicated to fostering an inclusive community that values diversity of perspectives, experiences, and ideas. We seek candidates who share our commitment to creating a welcoming, respectful, and supportive environment where everyone can contribute and succeed.
A successful Office Manager will serve as the primary coordinator for staff and guest travel, while ensuring compliance with University of Illinois travel policies and procedures. This role is responsible for processing travel reimbursements for staff and guests through the University travel system and providing guidance and support throughout the travel planning and reimbursement process. The Office Manager will also provide limited coordination support for meeting space, hotel blocks, and other logistical needs associated with organizational meetings and events.
Location: Champaign, Illinois. As part of our innovative and flexible work culture, this position operates within a hybrid work environment, allowing a combination of remote and on-site work.
Duties & Responsibilities
Travel Support
- Provides guidance and consultation to staff regarding Big Ten Academic Alliance travel policies, procedures, and best practices; develops and maintains travel resources, checklists, and reference materials to support efficient and compliant travel processes.
- Monitors, interprets, and maintains current knowledge of University travel policies, procedures, and regulatory requirements to ensure institutional and sponsor compliance.
- Collects, reviews, and reconciles post-travel expense documentation in accordance with University policy; prepares and submits expense reimbursements through the University travel system in a timely and accurate manner.
- Coordinates travel logistics and provides administrative support for speakers, guests, and external partners participating in stakeholder meetings, conferences and special events, in collaboration with programmatic staff.
- Processes travel reimbursements for guests and participants supported through grant-funded and other externally sponsored programs, ensuring compliance with sponsor guidelines and Big Ten Academic Alliance requirements.
Event Support
- Checks availability of event venues, reserves venues appropriate for each event, arranges for audio/visual/IT equipment as needed, arranges for catering services, secures hotel blocks at nearby hotels, and arranges transportation, in collaboration with programmatic staff.
- Ensures the appropriate contracts are in place for each of the items above and that payments are processed in a timely and efficient manner, in coordination with the Finance Team.
Administrative Support
- Provide administrative support for the President’s Administrative Assistant and other designated staff members, as well as perform other duties as assigned.
- High school diploma or equivalent.
- Two (2) years (24 months) of work experience comparable to the third level of this series.
- Experience in event contract review.
- Experience in higher education or similar complex organizational settings.
- Excellent organizational skills and attention to detail.
- Proficiency with the University of Illinois travel system software.
- Proficiency with Office 365 tools.
- Knowledge of University financial systems.
- Adaptability: Respond to change positively and adjust style to the needs of the situation.
- Attention to Detail: Thoroughly accomplish tasks with concern for all involved areas.
- Collaboration: Develop cooperation and teamwork while working towards solutions that benefit all involved parties.
- Results: Demonstrate concern for achieving or surpassing results against internal or external standards.
- Initiative: Proactively act on opportunities and issues to capitalize or resolve them.
- Innovation: Apply original thinking to improve processes, methods, systems, or services.
- Open Communication: Encourage open expression of ideas and opinions.
- Prioritization Skills: Demonstrate the ability to prioritize tasks effectively when under pressure and facing numerous urgent responsibilities.
- Problem Solving: Build a logical approach to address problems or opportunities effectively.
- Professionalism: Think carefully about the likely effects of words, actions, and behavior on others.
- Reliability: Demonstrate high dependability in all aspects of the job.
- Organizational Loyalty: Exhibit appreciation for the Big Ten universities and their academic and research missions.
- Technical Expertise: Apply specialized knowledge, skills, and judgment effectively.
This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. The minimum salary for this position is $46.975.50. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Work authorization sponsorship is not available for this position.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Applications must be received by 6:00 pm (Central Time) on July 27, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting and upload a cover letter, resume and contact information for three professional references. 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. For full consideration, application materials should include a cover letter, current resume (including month/ year employment dates), contact information for three professional references, and proof of licenses and degree(s) if applicable. Please ensure your resume highlights your qualifications/experience for this position. This may include professional, academic, volunteer, or other applicable experience that aligns with the responsibilities and requirements of this role. 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 Julie Sweet ([email protected]).
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 [email protected].
Requisition ID: 1036944
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
