Office Support Specialist - Department of Speech & Hearing Science

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 32,000 - 52,000; Full time

Job summary

The University of Illinois Urbana-Champaign is seeking an Administrative Assistant to support the Student and Faculty Support unit, DUGS, and Academic Advisor. Responsibilities include scheduling, coordinating undergraduate recruitment, liaising with the SHS Undergraduate Recruiter, and assisting in matching students with faculty mentors.

The role also handles reception, mail, calendars, room reservations, travel arrangements, and document management, including accreditation records and CANVAS

Job description

Duties Responsibilities

Student and Faculty Support

• Staff support for Director of Undergraduate Studies (DUGS) and Academic Advisor. Assist in scheduling appointments for continuing undergraduate students as requested.
• Assist DUGS and Advisor with undergraduate recruiting and retention events.
• Liaise with AHS Undergraduate Recruiter in support of DUGS and Advisor.
• Assist DUGS in matching undergraduate students to faculty mentors and facilitating relevant communication to students and faculty.
• Monitor the SHS Undergraduate email inbox and assist in maintaining the undergraduate CANVAS page.
• Support online, revenue-generating courses and certificate programs.
• Assist Graduate Secretary with maintaining proper documentation related to the accreditation of the Speech-Language Pathology Graduate Program. Maintain evidence library and CALIPSO documentation as directed by the Education Policy and Program Policy committee chairs.
• Coordinates with faculty and adjunct faculty to order course textbooks and collect syllabi submissions each semester.
• Fields requests/inquiries into the ASL Program and manage ASL waitlist.
• Assist Graduate Secretary with coordination of course schedule.

Administrative Office Responsibilities

• Receptionist for departmental office, including telephone inquiries and responses, greeting visitors, monitoring emails in the departmental main inbox, and relaying messages to appropriate people.
• Review all incoming mail, responding to routine items and distributing remainder to appropriate faculty and staff.
• Maintain departmental calendars; oversee parking and room reservation process for department facilities. Manage requests for facility keys.
• Assist Administrative Aide (Facilities Manager) with facilities work orders and other facility-related tasks.
• Coordinate office supply ordering.
• Responsible for filing student records and other departmental documents.
• Assists Administrative Aide and Graduate Secretary with coordination of departmental events.
• Creates, updates, revises, and retrieves files and records with responsibility for maintaining adequate and accurate information, which includes working with confidential materials.

Financial

• Liaison for travel regulations for SHS faculty, clinical faculty staff. Check that the process for reimbursements and forms are complete and approved for payment via Emburse. Emburse proxy support for faculty, clinical faculty, staff, students.
• Arrange travel for faculty, clinical faculty, students, and guests with t-card and/or iTravel system.
• Assist Administrative Aide with departmental and clinic inventory process, in collaboration with AHS Business Office.

Other

• Perform other duties as assigned and appropriate.