Office Support Specialist - Academic Service Program
University of Illinois System
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- Location
- Urbana, United States
- Job type
- Full time
- Posted
- Oct 18
- 2 days ago
Career path
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About the company
University of Illinois System
E-learning · 2 to 10 employees
What you'll do
- Provides administrative support for three Directors and Student Success Advisors
- Provides clerical support including reception, data entry, word processing, and filing
- Serves as a resource for office inquiries and assists students and stakeholders
- Maintains calendars, schedules meetings, events, catering, and travel arrangements
- Performs departmental purchasing utilizing University systems
- Assists with fiscal reconciliation and payroll submission for ASP staff
- Serves as direct supervisor for a small team of undergraduate office assistants
- Recruits, trains, and schedules undergraduate office assistants
Key skills
data entryword processingproofreadingmaintains calendarsUniversity systemsT-CARDP-CARDI-Buyrequisitionspurchase ordersfiscal reconciliationpayroll submissionrecruitmenttrainingscheduling
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Duties & Responsibilities
Administrative Support
Provides administrative support for three Directors, including the Director for Tutoring & Academic Services, the Director for Advising and Mentoring and the Director for First-Generation Student Initiatives, as well as a host of Student Success Advisors.
Provides clerical support including reception, data entry, word processing, photocopying, filing, proofreading, etc.
Serves as a resource for office inquiries and provides assistance for students and stakeholders as they navigate our services and processes.
Maintains calendars, schedules meetings, events, catering, and travel arrangements; answering and screening telephone calls, and reviewing and distributing incoming correspondences.
Assists with processing and maintaining office inventory (e.g., equipment, keys, furniture, etc.).
Assists with preparing reports and correspondence utilizing a variety of software and databases.
Assists with the maintenance of departmental records in accordance with University policy.
Personnel and Purchasing
Performs departmental purchasing utilizing University systems including T-CARD, P-CARD, I-Buy, JVs, requisitions, and purchase orders.
Submits requests for hiring on behalf of ASP Directors as requested.
Assists staff members with submitting their reconciliation documents.
Assists with fiscal reconciliation.
Assists with payroll submission for ASP staff.
Serves as a P-Card and T-Card holder.
Supervising
Serves as direct supervisor for a small team of undergraduate office assistants.
Responsible for the recruitment, interview, and selection of office assistants for ASP.
Responsible for training and scheduling the undergraduate office assistants.
Responsible for facilitating regular staff meeting with the undergraduate office assistants for ASP.
Responsibilities of all staff
Assists the department by helping with the planning of, participating in, and/or attending department events and activities.
Recommends areas and processes that need improvement to the leadership.
Participates in assessment activities as requested.
Increases the internal and external visibility of the department by serving on appropriate committees, councils, task forces, boards, in associations, etc., as requested.
Participates in continuing education and training.
Other duties as assigned.