Office Support Associate

School of Social Work

Job Summary

To perform clerical and secretarial duties requiring discretion and independent judgment concerning selection and evaluation of procedures to be used, while maintaining a professional atmosphere. The Office Support Associate will provide support for the Social Work Graduate program.

Duties & Responsibilities

• Screens telephone calls and visitors, determines needs and handles routine inquiries, makes referrals to other campus units (Admissions and Records, Field Education, Dean’s Suite, etc.).
• Assists prospective and current students, answering questions and providing general information regarding graduate programs.
• Oversees and purchases supplies for office and events.
  Assists with all items related to Academic Honors ceremony.
  Creates and maintains surveys, forms, etc. using Web Tools and qualtrics.
  Provides support to faculty by faxing, making copies, etc.
  Enters information into a database for prospective and current students.
  Responsible for taking the minutes for the MSW & PhD Committee meetings.
  Maintains school listservs and mailboxes.
  Distributes mail.
  Maintains bulletin boards.
  Develops and maintains the PhD CV booklet
  Other duties as assigned
• Oversees the planning of graduation, reservations, regalia, student correspondence and creating ceremony program.
• Processes application materials and forwards to the Admissions and Records Officer for review once completed.
• Schedules appointments and meetings for the Director of Graduate Enrollment Management, Director of Student Affairs, MSW Program Director and PhD Program Director.
• Makes travel and conference reservations for graduate program directors and reconciles all items using T-card/P-Card.
• Maintenance of student record files.
• Maintains reservation calendars for conference room, classrooms, and departmental parking space.
• Assists directors with all duties related to planning and implementing orientation, informational sessions and brown bags.

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

• Ability to cope with a stressful and demanding office
• Ability to manage demands of office traffic plus phone calls while performing clerical duties
• Ability to type accurately
• Excellent communication skills
• Ability to meet the public and to provide correct and timely information
• Good memory and organizational skills very helpful
• Ability to operate multiple-line phone system and copier
• Ability to use computer programs (Microsoft Word, EXCEL, ACCESS, Outlook)
• Other qualifications as specified by the Civil Service System

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 job posting closes. Salary is commensurate with experience. The minimum of the salary range for this position is $35,482.20 ($18.196/hr).

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on May 9, 2023. 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 https://jobs.illinois.edu 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 SW-HR@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1017308
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu