Office Support Specialist - Engineering Administration - 1025605-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• Coordinates the event planning and preparation for MEP activities, including facility reservations, banquet ordering, RSVP handling, name badge/tent/publication printing, etc. Coordinates support during events, including setup and cleanup. Provides assistance with other UPO programs with similar activities including graduation convocation.
• Guides the planning and implementation of programmatic activities by creating meeting agendas, taking and maintaining minutes of staff meetings, preparing materials necessary for action items, maintaining administrative calendars, and providing updates and notifications of deadlines.
• Serves as the primary backup for the UPO receptionist during breaks and absences and support in peak periods with heavy student visits. This includes receiving visitors to the UPO office, process clerical documents, and screen telephone calls, visitors, and email correspondence.
• Updates websites and electronic communications for the listserv, compiles relevant scholarship information from various sources, and posts information to the MEP communications blog. Supervises student staff and assigns clerical and other duties to student staff when necessary.
• Maintains a comprehensive records system for various activities, including scholarships and grants awarded, articles/publication inventory, and budget information.
• Updates recruitment and marketing materials and online presence of MEP programs. Tracks notifications and correspondence through blogs and other social media. Supports MEP's Welcome Committee as well as other recruitment and yield activities.
• Maintains student, faculty and alumni databases; prepares office correspondence, newsletters, and greeting cards; answers phone calls; and manages mail (both electronic and postal). Oversee the MEP email account, and draft initial responses to internal and external stakeholders.
• Support MEP retention activities including academic support programs, early outreach, and academic review by making logistical arrangements for room reservations, email and web communication, and organizing assessment tools (webtools forms). Drafts conference participation letters on behalf of the Assistant Dean and Director of MEP for students to participate in national and regional conferences.
• Processes travel arrangements for conference attendance by initiating the logistics and monitoring the progress of paying for registration fees, booking flights, securing hotel rooms, etc. Responsible for making p-card and t-card purchases, submitting required logs, and maintaining record of programmatic expenses. Provide similar support to other UPO staff members.
• Performs related duties as assigned.