Office Support Associate - Food Science and Human Nutrition - 1025489-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• Sorts and routes incoming mail. Receives deliveries and sends packages.
• Updates listservs and mailbox labels.
• Creates content for and manages digital signs for the department.
• Receives visitors and phone calls and refers to appropriate people.
• Maintains process manual for reception duties.
• Opens and closes the FSHN main office and other designated departmental rooms.
• Organizes Reading Day events at the end of each semester.
• Orders office supplies and copier paper.

• Assists with the scheduling of departmental equipment, parking spaces, and conference rooms.
• Provides set-up support for FSHN meetings.

• Pays UPS and FedEx bills
• Scans P-Card data.
• Downloads monthly financial reports.
• Makes travel arrangements for faculty, staff and students and pays with T-Card.

• Assist with the preparation of Ambassador folders.
• Assist student services area with the preparation of event materials, advisor assignment, and updating graduating student information.
• Serves as the main contact for departmental keys, issues keys, updates the key database, and secures keys.

• Assist the Accounting Officer with biennial inventory; arrange for obsolete items to be scrapped or taken to surplus.
• Department of Research Safety contact to schedule annual inspections and service/repair/certification of equipment, as well as updating the Building Emergency Contact forms.
• Collect space assignments from faculty each semester.
• Submits service calls for FSHN facilities and monitors progression.
• Request space for non-class related activities from Facility Scheduling and Logistics.
• Updates and distributes Building Emergency Action Plans and facilitates surveys to building occupants.
• Manages departmental storage spaces.
• Test AEDs monthly.

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) months from the categories below:
  • 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)
  • Work experience performing office/clerical activities, including the use of computer systems

• Some knowledge of clerical procedures and office routines.
• Ability to interact professionally and effectively with students, faculty, staff and the general public.
• Ability to utilize web-based tools available to research questions that arise in the course of your duties.
• Ability to follow directives as given by the immediate supervisor.
• Knowledge of activities and programs of the department and familiarity with the University
• A working knowledge of Microsoft Word, Excel, and Outlook; and Internet Explorer/Firefox. Familiarity with database programs is helpful.