Office Support Specialist - Psychology

Details

Posted: 14-Jan-24

Location: Urbana, Illinois

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 4934931

Office Support Specialist
University of Illinois at Urbana-Champaign
Department of Psychology
Job Summary
Provides services and support to faculty, staff, and students with an emphasis in the areas of purchasing and reimbursements for the Department of Psychology. Also provides support for Psychology building key distribution and copy center.
Duties & Responsibilities

• Serve as delegate in Chrome River to prepare expense reports for all faculty, staff, and graduate students requiring 60reimbursement for purchases, travel. Ensure that appropriate documentation is provided to payables and maintained in the business office for all transactions. Serve as a proxy in the TEM system to process Temp-vendor and vendor payments as needed.
• Make purchases for faculty, staff and grad students using the departmental purchasing portal and using the appropriate University mechanism (i.e. I-Buy, Webstores, Pcard and Tcard). Hold a department T-card and arrange and purchase flights, hotels, car rentals and meals for faculty, staff, grad students and visiting guests.
• Reconcile, scan and electronically file P-card and T-Card transactions in Chrome River. Prepare cash deposits for the department.
• Maintain department copy room. Operate the copy machines, train and assist faculty, staff and student employees on proper use of equipment. Assign copy codes for each semester and inform faculty, staff and students of their new codes. Maintain the department copy job email account. Review requests and use judgement to prioritize department needs and the order of services provided. Arrange maintenance and repair of equipment as needed, following proper, current procedures for procuring these services.
• Manage all aspects of Department Key distribution/inventory. Maintain the Microsoft Access database for tracking distribution of keys. Maintain the department key request email account. Review incoming requests, assign keys to faculty, staff, and student employees, collection of $20 refundable fee for keys. Coordinate orders for key replacements, rekeying of doors with locksmith shop through F&S as needed. Process work orders for building needs in relation to keys and locks.
• Maintain spreadsheets for faculty/graduate student/staff support programs using appropriate funds. These are funds for programs established by the administration annually.
• Maintain required security access for Swipe/Andover Access to Psychology building. Ensure that onboarding
  faculty, staff and student employees have swipe access to the building as appropriate, using judgement to
  determine if after-hours access is necessary.
• Assists with Property Management - Inventory. Assists the Business Administrative Associate as required with biennial inventory.
• Monitor department supply room, maintaining stocked office supplies for general department use. Keep supply room locked and provide access to faculty and staff and student employees as needed. Order supplies as necessary, ensuring that specialty items requested for specific areas are charged to the appropriate CFOP's. Use judgement when planning restocking orders, keeping in mind department supply budget.

Required Qualifications
1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 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)
- 90 semester hours equals two (2) years (24 months)
- Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
B. Work experience performing office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of work experience comparable to the second level of this series.
Successful candidates will have:

• Demonstrated effective communication, organizational, and interpersonal skills.
• Proficiency in Microsoft Office Suite, including Word and Excel.
• Ability to communicate effectively and professionally with students, faculty, and staff.
• Detail-oriented and be able to effectively multi-task multiple priorities.
• Awareness of, and sensitivity to, cultural and linguistic differences.
• Commitment to diversity and inclusion.
• Knowledge of University and College requirements, procedures, rules and regulations.
• Ability to use the internet to obtain necessary information.

Appointment Information
This is a full-time Civil Service 3243 - Office Support Specialist position appointed on a 12 month service basis. The expected start date is as soon as possible after the deadline date. The salary for this position is set by a collective bargaining agreement and the rate for the position is $20.718/hour.
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 6pm (CST) on February 2, 2024. To apply for this position, please create a candidate profile at https://jobs.illinois.edu , 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 this website 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.
For assistance with resume creation and mock interviews, please follow this link for University of Illinois Human Resources workshops (held every other week): https://illinois.csod.com/ux/ats/careersite/1/home/requisition/1595?c=illinois
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.


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] .

To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/9067?c=illinois
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About University of Illinois - Urbana-Champaign
The University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement. With our land-grant heritage as our foundation, we pioneer innovative research that tackles global problems and expands the human experience. Our transformative learning experiences, in and out of the classroom, are designed to produce innovative alumni who desire to make a significant, societal impact.
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