Office Support Associate

Office Support Associate - Engineering Administration
Grainger College of Engineering - Office of Undergraduate Programs Job Summary
This position is the receptionist for the Office of the Associate Dean for Undergraduate Programs in The Grainger College of Engineering. As such, this person responds to myriad inquiries each day from students, staff, visiting families, and faculty.
Duties & Responsibilities Communicate with Stakeholders

• Sign in visitors and students both online and in-person. Utilize the computer system to gather facts and verify information so that the Deans and advisors can advise and accurately counsel students. Analyze and make determinations to direct students to appropriate advisors and resources. Make independent judgments to escalate to Assistant Deans or to the Associate Dean as necessary.
• Screen telephone calls and visitors; determine needs and personally handle routine inquiries, requests and/or problems, provide information regarding unit regulations and procedures. Handle student and public inquiries about college events and activities of over 90 engineering organizations, including Engineering Open House, which is one of the largest student activities on campus. Handle non-routine inquiries and use resources to resolve inquiries.
• Answer or forward department email. Prioritize incoming emails. Exercise judgment to determine how to sort emails in department inbox, redirect to the appropriate advisor, and make independent judgment to escalate to Assistant Deans or to the Associate Dean as necessary. Redirect emails that are outputs of online petitions and assign advisors to various petition committees.
• Sort and distribute daily mail.
• Provide college information to the Visitor's Center and to various departments.

Records Maintenance

• Maintain and file undergraduate student records, such as dual degree forms, petitions, and any correspondence. Upload forms to the UgradRecs system. Access to all student records requires a high degree of confidentiality.
• Maintain Undergraduate Programs information on several Undergraduate Program Office websites by updating dates and deadlines each semester. Maintain and distribute up to date department contact list and keep mailing lists for UPO up to date.

Scheduling

• Schedule room reservations for 112 EH and 212 EH conference rooms. Coordinate room reservations for larger presentations (transfer information sessions).
• Maintain calendar supporting visitor sessions for prospective students, including Parkland Pathways, and their families. Coordinate with academic deans, advisors, and other staff to schedule appropriate speakers at visitor sessions.
• Coordinate counseling appointments for the clinical counselor and DRES staff, as well as for the embedded counselor.

Inventory Maintenance

• Maintain and order supplies for general use in the Undergraduate Programs Office using the IBUY ordering system.
• Maintain informational displays in the lobby, including replacing materials and maintaining the display area. Order all informational inventory. Interact with all departments, campus offices, and student groups to insure the proper disbursement of these materials.

Other Duties as Assigned

• Coordinate the printing and mailing of the Dean's List.
• Complete special projects as needed.
• Cross train and assist with coverage for clerical staff in other UPO offices as needed, including the UPO space in Grainger Library.

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

• A thorough understanding and knowledge of the requirements, policies, and procedures of The Grainger College of Engineering that pertain to undergraduate students, as well as a general knowledge of University procedures and structure.
• Knowledge of office routine, equipment, telephone etiquette, and the many functions of the office.
• A strong desire to help students and a commitment to respect the confidentiality of students and staff.

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 close 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 $36,901.80 ($18.924/hour). Work authorization is not available for this position.


For more information on Civil Service classifications, please visit the SUCSS web site at .

Application Procedures & Deadline Information


Applications must be received by 6:00 pm (CST) on April 18, 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 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 Jill McKenna () . For questions regarding the application process, please contact .


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 , or by emailing .



Requisition ID : 1023658

Job Category : Administrative Support



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