Office Support Specialist - Academic Service Program

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 21,000 - 30,000; Full time

Job summary

University of Illinois Urbana-Champaign is seeking an Administrative Support staff member to assist three Directors—Tutoring Academic Services, Advising and Mentoring, and First-Generation Student Initiatives—and a team of Student Success Advisors.

The role handles clerical tasks, calendar management, reception, data entry, reports, and office purchasing, with focus on navigating services and processes for students and stakeholders.

Responsibilities

• Provides administrative support for three Directors, including scheduling, travel arrangements and office management.
• Performs departmental purchasing using University systems and handles payroll submissions and reconciliations.
• Supervises a small team of undergraduate office assistants, including recruitment and scheduling.
• Supports department events, contributes to process improvements, and participates in committees as requested.

Job description

Duties Responsibilities Administrative Support

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.