Office Support Specialist
University of Illinois

Job Info

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Office Support Specialist

Job Summary
This position is responsible for serving as the first face of the Campus Center for Advising and Academic Services (CCAAS), a fast-paced, dynamic, and student-centered office comprised of several units. This position provides primary administrative, operational, and records-related support for the Division of General Studies (DGS), home to the third largest class of first-year students each year and comprised of a diverse student body of approximately 2,250 first and second-year undeclared and exploring students. The position also provides administrative support for Scholar Support Programs (SSP), the National and International Scholarships Program (NISP) and Pre-Law Advising Services (PLAS).

Duties & Responsibilities

• Monitors the reception area and greets visitors to CCAAS and other units operating in the suite, answers a variety of inquiries pertaining to units within the suite and makes relevant referrals to outside units when appropriate.
• Utilizes a variety of programs to ensure students are checked-in appropriately by unit or academic advisor. Provides quality customer service and operational excellence in managing appointments, including rescheduling, or working with staff to reschedule late arrivals or special circumstances. Maintains a calendar for Division of General Studies advising and leadership teams. Supervises the maintenance of the Acuity online scheduling system for the Division of General Studies, scheduling changes as needed when advisors or students require alternative arrangements and provides clear communication to both students and advisors when appointments require alternate scheduling, initiates contacts to clarify subjective information regarding meeting needs, actionable items, and appropriate methods of correspondence. Ensures a comfortable front lobby environment, managing visitor traffic and creating and posting appropriate signage for conference room events.
• Responsible for various critical administrative tasks related to the Division of General Studies, such as packaging confidential student statements for petition review, providing support for staff meetings and other departmental meetings, overseeing the suite's conference room reservation process, preparing meeting materials, taking comprehensive meeting minutes, and engaging with and directing students during New Student Registration. This position also oversees the Division of General Studies shared email folder by monitoring the inbox, answering a variety of inquiries, participating in the New Student Registration process, distributing emails to appropriate recipients for more specific questions, and other duties as assigned.
• Screens calls and visitors to CCAAS, determines needs and personally handles routine inquiries, requests, or issues pertaining to any of the units housed in our suite. Reliably transfers calls or connects guests to relevant units on campus for questions intended for units outside of CCAAS.
• Assists with student record updates and data entry in various programs, including but not limited to Banner, Ugradrecs, Acuity, Slate and Microsoft Access. This includes updating and maintaining designations on student academic records as well as adding or removing holds on student accounts.
• In coordination with the Sr. Assistant Director for Operations, Records and Data and the Associate Director for Enrollment Management, coordinates policy, personnel, and program updates to the Division of General Studies website. Manages DGS event calendar and oversees Webtools submission forms for appeals, petitions, and room reservations.
• Participates in Asset Management and Inventory including recording new acquisitions, labeling new acquisitions, making sure equipment is labeled properly, processing requests to transfer custody of equipment, surplus & disposal requests, monthly reconciliation of equipment, and biennial physical inventory. Serves as unit's charge code approver in unit's travel and expense management system.
• Manages daily administrative tasks such as obtaining and distributing U.S., campus, intercollege and unit mail daily, checks-in and out computers and related technology, prints and posts conference room calendars, assists in the opening and closing of the unit.

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) months from the categories below:
A. College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
- 30 semester hours equals one (1) year (12 months)
- Associate's Degree (60 semester hours) equals eighteen months (18 months)
B. Work experience performing office/clerical activities, including the use of computer systems.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is 5/13/2024 or as soon as possible.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on April 10th, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. 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. Application materials should include a cover letter, a current resume, and at least three references, including contact information. Immigration sponsorship is not available for this position. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. Minimum salary for this position is $40,400.10. 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. For further information about this specific position, please contact rhall2@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1023774
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

This job has expired.