Office Support Associate - Department of Economics - University of Illinois Urbana-Champaign, IL : Job Details

Office Support Associate - Department of Economics

College of Liberal Arts & Sciences

University of Illinois at Urbana-Champaign

The Department of Economics in the College of Liberal Arts & Sciences is seeking to hire an Office Support Associate that will help maintain a high level of customer service and support to our Economics Undergraduate Program including the Director of Undergraduate Studies, Academic Advisors, Career Services Center, and faculty.

Duties and Responsibilities

Department Support

* Attentively greet all front?office visitors in a timely and welcoming manner, assessing the urgency of needs and addressing inquiries and/or concerns, and check?in students for advising appointments.

* Monitor the undergraduate office general email box and answer or assign emails to advisors.

* Utilize attention and expertise to answer various ranges of inquiries via email, phone, and in person. Connect guests to other offices and resources and redirect questions to advisors or other staff.

* Maintain a university-issued Travel Card ( T?Card ) for the undergraduate advising team to be used for events, purchases, and catering.

* Reconcile T-Card charges in the university's reimbursement system, Chrome River.

* Collect and organize office supply and promotional item orders for the undergraduate staff and submit them for processing.

* Maintain a working knowledge of the approved budget for the undergraduate staff.

* Make copies of forms and request brochures for the undergraduate office as needed.

* Ensure the undergraduate aspect of the website is current and oversee all updates.

* Collect student forms and distribute them to advisors or staff for processing in a timely manner, ensuring confidentiality.

* Update student lists, utilizing appropriate reports and databases, or contacting necessary offices.

* Provide support during undergraduate events including, but not limited, to: securing the venue, creating any forms or documents for the event and making them available in Box, preparing degree reports and ceremony pamphlets for convocation, ordering food, ordering faculty regalia, securing parking spaces, packing supplies necessary for the event, setting up and cleaning up. Events include, but are not limited to, admitted student visits (coordinate with Admissions Office), convocations, and Homecoming gatherings.

* Request space reservations using the Office of the Registrar's ASTRA space reservation system.

* Collect & upload documents to box

* Create forms utilizing Form Builder for registration, payments, reimbursements, etc.

* Pull & compile data via ATLAS Reports, DMI, EDDIE, or other data systems.

* Prepare welcome/onboarding packets for advisors to hand out. and maintain all requested visits in a spreadsheet.

* Prepare and distribute the weekly emailed Newsletter, sent on Tuesdays at 10am

* Assist undergraduate staff as needed with other items including contacting students, scheduling meetings, communicating course updates, etc.

* Other duties as assigned to further the mission of the department.

Registration & Course Assistance

* Assist students with registration questions and problems. This may include course availability, restrictions, overrides, adding/dropping classes, student holds, independent study/research, etc.

* Utilize BANNER to issue registration overrides as requested, troubleshoot registration errors reported by students, and collect information on class size including cross?listed classes & remaining seats to update advisors.

* Assist faculty, staff, and students with various course?related needs, including independent studies, grade corrections, and other duties under the direction of the director.

* Coordinate conflict and proficiency exams, schedule rooms & proctors, update the website, send email announcements, maintain student reports, deliver exams to proctors & return to the professors when complete, submit answer sheets to the testing center.

* Update all undergraduate documents with new course information including major requirement sheets, 400?level info sheets, etc. each semester. Assist departmental staff in other areas, such as scheduling proctors, teaching assistant, grader assignments, and other items to support the office.

Back-Up Support

* Provide backup support for other department administrative staff regarding reception duties and various other tasks relevant to the Office Support Associate position such as:

* I?Card Contact: Supply card readers and/or laptops to check students in during class/exams/events, work with ATLAS to resolve any errors, and pull reports as requested or needed

* Key Distribution: Document key loans and/or provide Econ-affiliates with access to iCard swipe enabled doors.

* Assist with maintaining equipment/technology loans to faculty, staff, and visitors.

* Building Maintenance: Report Economics-occupied facility issues to Facilities & Services via their Service Request form.

* Assist the office support staff with book orders, collection of syllabi, room requests for exams and additional course sections, final exam coordination, and exam printing each semester.

Required 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.

Successful candidates will have:

* Ability to communicate effectively with others.

* Ability to professionally interact and communicate with a diverse population.

* Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.

* Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.

* Ability to effectively prioritize tasks and stay organized.

* Skilled in time management.

* Ability to maintain confidentiality in all business matters.

* Knowledge of grammar, spelling, and punctuation.

* Ability to acquire knowledge of activities and programs carried out in and policies and procedure followed by the Department of Economics, College of Liberal Arts and Sciences, and the University of Illinois.

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 deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $36,901.80. Hybrid work options may be available for this position after an initial on-site training period of six months, with the ability to be on-site at the Champaign-Urbana campus as needed per the University of Illinois workplace flexibility guidelines Sponsorship for 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 (Central Time) on January 6, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your Cover Letter, Resume, and Names/Contact Information for three professional references. Please remember to include specific information on how you meet the qualifications of this 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 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-###-####.

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.

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.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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-###-####, or by emailing [email protected].

Requisition ID: 1028317

Job Category: Administrative Support

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