Office Support Associate

Details

Posted: 17-May-24

Location: Urbana, Illinois

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 5262792

Office Support Associate
Illinois Business Consulting
Job Summary
Performs office support and receptionist duties for the Student & Corporate Connections (SCC) unit in Gies Business. The SCC unit houses three teams: Magelli Office of Experiential Learning, Corporate Partnerships and Career & Professional Development. This position will especially support the Magelli Office of Experiential Learning but will also provide support in specific areas for other teams within the SCC unit.
Duties & Responsibilities

• Office Support & Reception
  
• Greet visitors, answer phones and effectively communicate through phone. email instant message, and in person; determine needs and personally handle routine inquiries, requests, or problems
  
• Ensure the office commons area maintains a professional appearance and remains clean.
  
• Submit and track work orders
  
• Send invoices to clients for IBC projects and follow up on and collect client payments
  
• Monitor inventory of supplies and order as needed; track orders, receive, and distribute
  
• Assist students, clients, recruiters, and other visitors with check-in and other needs
  
• Manage flow of traffic to make sure all guests are being assisted in a timely manner
  
• Retrieve mail, receive and sign for packages and deliveries and distribute to staff
  
• Monitor posting on digital boards and materials in commons space and update as needed
  
• Serve as point of contact for department/building for emergency preparedness
  
• Perform other duties as assigned
• Support Student Employees and Project Teams
  
• Collaborate with the Office Manager and College HR Shared Partners to facilitate the hiring process for student employees
  
• Assist in the on-boarding process for the unit.
  
• Acknowledge timesheets
  
• Arrange student travel (university carpool, hotels, airfare, etc.)
  
• Process all expenses through TEM or Purchasing
  
• Plan event logistics such as space reservation, food and beverage, and other needs
  
• Provide clerical and administrative support to directors
  
• Reserve meeting rooms through Virtual EMS
  
• Handle end or semester events and gifts for students, clients, and board members
• Serve as Back-up for SCC Office Manager
  
• Assist with periodic inventory checks and/or updates
  
• Assist in providing payroll-related information and guidance from College HR Shared Partners regarding University and College policy, as well as support various human resources activities and procedures.
  
• Assist with deposits and reconciliations
  
• Review monthly statements
  
• Assist with calendaring for staff, schedule meetings and appointments as requested and make changes as needed
• Perform other duties as assigned

Minimum 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.
Knowledge, Skills and Abilities

• Strong public relations skills
• Strong customer service orientation skills
• Excellent organizational and time management skills with accuracy and attention to detail.
• Excellent oral and written communication skills.
• Working knowledge of Campus Administrative policies and guidelines or ability to learn.
• Knowledge of University processes Banner accounting system, forms or ability to learn.
• Willingness to learn and the ability to use new computer programs and University systems required.
• Proficiency in Microsoft Office, especially Word and Excel.
• Ability to learn and be able to apply accepted office procedures and methods.
• Ability to manage multiple projects and operate a variety of office equipment.

Appointment Information
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 posting close date. The salary for the Office Support Associate position is $36,901.80. 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 Wednesday, June 5, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 [email protected] . 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 .
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 [email protected] .
Requisition ID: 1024443
Job Category: Administrative Support
To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/10438?c=illinois
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