Office Support Associate

Office of Academic Programs, College of ACES

University of Illinois Urbana-Champaign

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Be a part of our story.

Job Summary

Assist Academic Programs staff members with daily administrative support functions within Academic Programs in the planning, coordination, and execution of college-wide programmatic activities.

Duties & Responsibilities

• Calendar and Travel – In coordination with the Administrative Aide, coordinates and manages calendars and travel for Academic Programs staff requiring a high level of confidentiality, strong independent judgement, and ability to prioritize competing interests. This requires working with high level university administrators, stakeholders, donors, alumni, students (current and prospective), and the general public.
• Administrative – Under the direction of principals, drafts correspondence (including confidential correspondence) including memos, letters and agendas as requested. Route correspondence to appropriate college and campus units as necessary. Manages confidential filing systems with official records of college administration. Open, review, and distribute mail for the Office of Academic Programs.
• Financial – In accordance with OBFS policies and procedures, purchase office supplies, food and travel with a University P-card, T-card or via i-buy on behalf of the Office of Academic Programs.
• Meeting/Event Coordination – At the direction of the staff in the Office of Academic Programs, provide logistical support for meetings and events as required. This could include schedule coordination, room reservations, ordering food, data management, and project coordination.
• Customer Service - Answer phone calls and record complete and accurate messages, answer questions, and transfer calls to appropriate offices. Greet visitors, directing them to the appropriate staff member or office. Visitors include university administrators, faculty, alumni, students (prospective and current), and the general public.
• ACES Academic Programs back-up Course Scheduler – Schedule course times and locations on a semester-by-semester basis.
• General clerical support for leadership and honors programs. Includes drafting correspondence and tracking projects.
• General clerical support for the ACES Learning Innovation Laboratory and Professional Science Masters programs.
• Submit and track facilities & services requests for staff in the Office of Academic Programs. Serves as the key inventory manager and authorized requestor.
• 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.

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. The salary for this position is $18.92 per hour.

Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver’s License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

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, September 11, 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 Melinda Schaefer mschaefr@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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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 accessibility@illinois.edu.

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Requisition ID: 1026104
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu