Office Support Associate

Access Point, Undergraduate Programs Office

The Grainger College of Engineering

University of Illinois Urbana-Champaign

Access Point is embedded within the Undergraduate Programs Office (UPO), Grainger College of Engineering. It represents both a conceptual and physical co-located group of UPO sub-units that drive and support experiential learning. Those units/teams are: ECS - Engineering Career Services; GFX – Grainger First Year Experience, IPENG – Int’l Programs in Engineering, WYSE – Worldwide Youth in Science and Engineering Program, and UR/USUR – Undergraduate Research. Access Point encompasses ~25 staff members + ~20 student paraprofessionals who drive all programming, teaching, events, and engagement. Within the Access Point hub, a wide variety – and volume - of visitors are supported by this position as the first point of contact. This ranges from key employer and corporate partners visiting campus/hosting campus interviews to international scholars/leaders, faculty, parents, community members, student groups, and most importantly, a range of students coming in for various coaching/advising/mentoring/learning engagement.

Job Summary:

This position delivers clerical and administrative duties for the Access Point Office.

Duties and Responsibilities:

Front Desk/Reception

• Serve as first point of contact for all visitors to the Access Point units.
• Screen calls and emails including routine inquiries, requests, or problems for all Access Point units.
• Assist students and other visitors in checking in for Access Point services such as appointments, interviews, and events in the Access Point office suites.
• Open Access Point shared spaces to the team and public including turning on lights, opening entrances, and turning on shared equipment when the office opens.
• Close Access Point shared spaces to the team and public including turning off lights, closing entrances, and turning off shared equipment when the office closes.

Space/Supplies Coordination

• Coordinate with Facilities & Services and other vendors/service providers to resolve maintenance problems.
• Maintain office supply and equipment inventory.
• Manage internal and external space reservations.
• Be responsible and accountable for all room keys and iCard access to suites 3270 DCL (Digital Computer Lab) and 3300 DCL, including a log of all staff members issued keys and iCard permissions.
• Pick up, sort, and distribute postal mail for the office Receive and ship boxes and materials via UPS and other providers.
• Serve as floor coordinator for BEAP (Building Emergency Action Plan), turning off shared equipment when the office closes.

P-Card/T-Card Transactions, Purchasing

• Log and process office P-card and T-card transactions.
• Maintain office equipment records and monitor office supply inventory.
• Order supplies through I-Buy and submit purchase orders for Access Point units.

Seasonal Projects & Special Events

• Provide administrative support for various projects and events requested by Access Point units.
• Perform other duties as assigned by supervisor.

Minimum Qualifications:

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 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)

· 90 semester hours equals two (2) years (24 months)

· Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)

2. Work experience performing office/clerical activities, including the use of computer systems.
2. One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills and Abilities:

• Exceptional customer service skills, using training and team resources to accurately answer questions, solve problems and meet needs.
• Professional, courteous, and hospitable attitude, including in busy and stressful situations.
• Ability to accurately complete tasks and responsibilities in a timely manner without constant supervision.
• Ability to follow instructions and receive and implement constructive feedback.
• Ability to prioritize and execute multiple tasks, duties, responsibilities, and deadlines, according to goals set by supervisor.
• Ability to anticipate needs and proactively plan or seek out productive work during “downtime."
• Strong written and verbal communication, including documenting processes and procedures.

APPOINTMENT INFORMATION

This is a 100% full-time Civil Service 08467 – Office Support Associate position, appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Support Associate classification is $37,638.90 ($19.302/hour). Employees hired into this position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy. Sponsorship for work authorization is not available for this position.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on July 8, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. 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 Anisa Abalos at aabalos@illinois.edu. For questions regarding the application process, please contact 217-333-2137.