Office Support Associate - Economics - 1025674-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• 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.

1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) months from the categories below:
   1. 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)
   2. Work experience performing office/clerical activities, including the use of computer systems.

• 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.