at University of Illinois in Urbana, Illinois, United States
Job Description
Office Support AssociateJob Summary
The employee supports Exam Services and the campus student ratings system by performing a variety of clerical, computer-based, and other tasks for the Measurement and Evaluation group within CITL, a central unit that is committed to championing inclusivity and diversity throughout the entire spectrum of its services.
Duties & Responsibilities
Assist with the processing of exams
• Interpret requests from instructors and other clients submitting exams and surveys to Exam Services for processing and record that information onto the office job ticket.
• Prepare exams and surveys for processing.
• Operate the optical mark recognition (OMR) scanner to scan exam and survey jobs.
• Run programs to generate an analysis of tests and questionnaires.
• Verify analysis to ensure the proper execution of MERMAC programs. Correct errors and resubmit jobs for processing as necessary.
• Create 'pdf' and 'csv' files from the MERMAC program output and distribute these files to instructors in a timely manner with the Protected Email Account Repository (PEAR) application. Monitor PEAR messages to ensure their receipt.
• Return exams and surveys to instructors via campus mail.
• Communicate with instructors about their exams on the phone, through email, and in person.
• Assist other Exam Services staff to ensure all jobs are completed.
• Prepare packets of exams for distribution.
• Assist temporary workers newly assigned to the Exam Services area during busy times by explaining the exam processing workflow, including job ticket completion, sheet preparation for scanning, and operation of the OMR scanner.
• Assist other staff and the OMR scanner vendor to troubleshoot problems with the scanner.
• Work with other office staff on data manipulation for special projects.
Assist with the support of the Instructor and Course Evaluation System (ICES)
• Prepare requests for ICES longitudinal profiles, which are transcripts of an instructor's ICES ratings, by verifying the instructor's personal and departmental information.
• Create ICES longitudinal profiles by executing a program to retrieve an instructor's data, verifying and editing the data, and creating the final report using several Excel VBA macros. Distribute the profiles via PEAR.
• Assist with the organization of our copies of completed profiles and enter a tally of the number of profiles created.
• Respond to basic inquiries about the ICES system by email, phone, and in person.
• Assist with the proofing of the List of Teachers Ranked as Excellent by Their Students before it is posted on the CITL website.
• Assist with the updating of ICES departmental contacts and department heads.
• Assist with ICES questionnaire generation and final processing.
Perform other tasks in support of Measurement and Evaluation services as required
• Cover the front desk when necessary.
• Assist with reviewing and updating Measurement and Evaluation's web pages.
Additional Physical Demands
Position involves operating an optical scanner, a moderate amount of typing, remaining stationary for long periods, and the ability to concentrate amidst interruptions from instructors, students, and other staff members. Time demands for production during peak periods may create pressure. During peak periods, overtime may be necessary. There are no physical risks in this position.
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.
Knowledge, Skills and Abilities
- Working knowledge of MERMAC, the set of programs used to process exams and surveys; ability to type proficiently; ability to execute programs at the Linux command line; working knowledge of the operation of the OMR scanner; ability to discuss policies, procedures, and problems with faculty, department offices, and students with sensitivity and diplomacy over the telephone, by email, and in person; strong service-oriented skills and excellent interpersonal skills; ability to work independently and make decisions within established policies and procedures with confidence; ability to handle confidential information.
This is a 100% full-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after 7/12/2024.
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 (Central Time) on July 12th, 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 $36,901.80. 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 walburnc@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: 1025417
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
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