at University of Illinois in Urbana, Illinois, United States
Job Description
Office Support Associate - EconomicsUniversity of Illinois at Urbana-Champaign
The Department of Economics is searching for an Office Support Associate that maintains and enhances the strong customer service orientation of the department and supports the administrative and business operations in the Department of Economics.
Duties & Responsibilities
Reception and Support
- Receive visitors and handle incoming phone and email inquiries; assist with the setup and support for conference calls and telecommunication support.
- Responsible for checking all inquiries to the econ e-mail accounts and forwarding and/or responding accordingly.
- Maintain Microsoft Outlook calendars for the conference room and departmental parking space.
- Request non-course-related space requests using ASTRA and other space request methods.
- Provide support to program offices (graduate, undergraduate, and other departmental staff) as needed.
- Scan and photocopy various materials.
- Ensure security when handling exam copy requests.
- Work with the University's Document Services Department for large-volume copying.
- Create surveys and anonymous ballots for staff, faculty, and Ph.D. students.
- Handle all incoming and outgoing mail, which includes postal, Fed-Ex, UPS, and campus mail. In coordination with the business office when necessary. Maintain faculty staff and graduate student mailboxes. Distribute mail daily.
- Monitor the department's check-out procedures for laptops and other equipment.
- Order office supplies for the department and maintain departmental stock on standard supplies.
- Ensure office machines have sufficient equipment (toner, paper, etc., and initiate repair requests for office machines.
- Maintain the departmental directories on the department's website and the physical directories posted within David Kinley Hall.
- Primary contact for Facilities and Services (F&S), submit work orders through the F&S portal for services such as janitorial, carpentry, furniture movers, office sign printing, and key orders for Econ-occupied spaces.
- Primary contact for Applied Technologies for Learning in the Arts and Sciences (ATLAS), submit technology-related service tickets for faculty, staff, doctoral students, and visitors.
- Coordinate office assignments with the Office Allocation Committee, desk assignments for doctoral students, and assist with building space development and changes.
- Manage the department's key inventory, key distribution, and iCard swipe access.
- Manage departmental events, including but not limited to catering, equipment rental, parking, and venue reservations.
- Back-up business office for T-Card purchases such as conference registration requests from faculty and hotel reservations for a variety of visitors.
- Schedule/Create virtual meetings.
Per SUCCS Class Specifications:
- 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.
- College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
Successful candidates will have:
- Ability to communicate effectively with others.
- Ability to professionally interact with diverse internal and external constituents, including students, parents, faculty, and staff, in a high volume environment.
- Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
- Skilled in prioritization and multi-project management to meet deadlines consistently.
- Ability to maintain professionalism and flexibility in a high-volume environment.
- Ability to follow policies and procedures as well as communicate policies and procedures.
- Ability to acquire knowledge of activities and programs carried out in the Department of Economics.
- Ability to acquire knowledge of University and College requirements, procedures, rules, and regulations.
- Ability to stay organized and maintain effective time management skills.
- Ability to acquire knowledge in Microsoft Office including Word, Excel, Outlook, and Teams.
- Knowledge in Adobe Acrobat, Box (or cloud storage), Chrome River, and Webtools preferred.
This is a 100% full-time Civil Service Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date.
The collective bargaining agreement sets an annual wage of $36,901.80. This position is eligible for a hybrid work schedule (remote work and in-person work in Champaign-Urbana each week). Sponsorship for Work authorization is not available for this position
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 August 15, 2024. To apply for this position, use the Apply Now button on the 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 lascollegehiring@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 .
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.
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: 1025674
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu