at University of Illinois in Urbana, Illinois, United States
Job Description
Office Support Associate - Cell & Developmental BiologyCollege of Liberal Arts & Sciences
University of Illinois at Urbana-Champaign
Job Summary
The Office Support Associate provides clerical assistance to professors, graduate students, and research personnel in the Department of Cell & Developmental Biology as requested, plus other miscellaneous office duties. Serves as assistant to the Office Manager.
Duties & Responsibilities
Work with the faculty chair for seminar committees and assist the Office Manager in tasks related to the hosting invited seminar speakers
• Assist Office Manager by sending letters of invitation, making travel arrangements, and booking hotel rooms.
• Draft seminar announcements and flyers for review and approval from the faculty chair.
• Update Webtools calendar with seminar information.
• Assist faculty host with creation of itineraries to be reviewed and approved by the faculty chair.
• Make meal reservations.
• Purchase and set up seminar reception refreshments.
• Process honorarium payments and travel expense reimbursements (includes processing of Foreign National Payments).
• Enter speaker names, seminar dates, and related seminar details into an electronic database.
Provide support for the departmental Graduate Program
• Send annual review information to the student committee.
• Draft flyers and distribute seminar announcements for review and approval from Director of Graduate Studies.
• Update Webtools calendar with student names and seminar dates.
• Work with the Director of Graduate Studies to verify each semester that all students are enrolled in and follow the curriculum with respect to the CDB department's student guidelines.
• Update student credit hour checklist for student file.
• Maintain listing of graduate students and maintain confidential graduate student records.
• Maintain graduate student listserv.
Make P-card and T-card Purchases as requested by the Office Manager and other department personnel.
• Process procurement and reimbursement expense reports.
• Keep records of all expense reports and backup documentation.
Office Support
• Greet office visitors with professional courtesy.
• Serve in a receptionist capacity, answer the telephone, and redirect calls and take messages as needed.
• Maintain a working knowledge of departmental events and activities in order to accurately disseminate information and answer routine questions.
• Assist the department Office Manager in general office functions; such as the collection of manuscripts, faculty CVs, and surveys.
• Sort and distribute mail to proper departmental mailboxes.
• Notify recipients of urgent deliveries.
• Prepare shipment of documents and non-hazardous biological material as needed.
• Maintain department key inventory and the department employee directory.
• Distribute laboratory and building keys to departmental personnel and maintain the key filing system.
• Perform annual key inventory.
• Order supplies as needed or requested by department personnel.
• Report repair and maintenance needs to MCB Facilities. • Other duties as assigned to further the mission of the department.
Reserve Conference Rooms
• Monitor daily events booked in each room.
• Post the weekly schedules outside each room.
Required 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.
Successful candidates will have:
- Ability to communicate effectively with others.
- Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents.
- Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.
- Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
- Ability to easily and quickly pivot from one task to another and stay organized.
- Effective time management skills.
- Ability to maintain confidentiality in all business matters.
- Working knowledge of grammar, spelling and punctuation.
- Ability to acquire knowledge of activities and programs carried out in the Department of Cell & Developmental Biology.
- Ability to acquire knowledge of University/College/School/Dept requirements, procedures, rules and regulations.
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 the deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $36,901.80 ($18.924/hour).
Sponsorship for work authorization is not available for this position.
This position is on-site at the University of Illinois Urbana-Champaign campus.
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 8, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. 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. 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 mcb-hr@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.
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: 1023911
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
