Office Support Associate- Gies College Of Business

Office Support Associate- Gies College of Business
Office of the Dean & Office of Diversity Equity & Inclusion
Job Summary
The Gies College of Business seeks an Office Support Associate to support the Office of Diversity, Equity, and Inclusion and the Office of the Dean. The Office Support Associate will be responsible for supporting DEI initiatives within the college. The Office of DEI works with students, faculty, staff, and external audiences such as alumni, community members, and corporate partners. In supporting the work of this office, the person in this role will touch every unit in the college. Duties & Responsibilities

• Office Support • Responsible for coordinating 1:1 meetings on behalf of the Associate Dean for Equity (DEI), and Associate Dean for Finance and Administration (OD); coordinating general meetings on behalf of DEI and maintaining the DEI calendar of events. • General reception which includes triaging phone calls coming into the Office of the Dean as appropriate. • Attends meetings with the members of the unit staff and participating upon request. • Create agendas for meetings, transcribing meeting minutes as directed by Associate Dean for DEI or Associate Dean for Finance & Administration. • Creates, updates, revises, and retrieves files, records, and department contacts for the office of DEI and the office of the Dean, which includes confidential information. • Reviews unit incoming mail and email, responding to routine items and distributing remainder to other appropriate staff. • Triage phone calls coming into the Office of the Dean as appropriate • Reserve conference room and parking spaces • Assists Shared Services team in coordinating academic and administrative search interviews (virtual and in person) • Assist HR Shared services team with I-9 processing as needed.
• Purchasing Support
  • Serve as primary contact to Gies BUS Partners collaborating on procurement, inventory, and expense reimbursements needed for DEI by initiating transactions and providing necessary information and documentation in accordance with University and College policies and procedures.
  • Maintain Dean's Office storage room and coordinates the orders of supplies as necessary
  • Rent equipment and make purchases using a PCard and a TCard and submit expense processing documentation such as receipts and Business Purposes.
  • Orders, tracks and distributes office supplies.
  • Makes travel arrangements as needed for the office for conferences and other work engagements
  • Arranging travel for speakers, college stakeholders and college guests: transportation, meeting space, hotel, etc.; arranging catering for Office of DEI events.
• Programming Support
  • Support the implementation of miscellaneous departmental programming such as meetings, conferences, events, and seminars.
  • Book rooms for meetings and events in the EMS system.
  • Collaborate with the Gies Business Office for Office to arrange for payment of vendors (rentals, catering, supplies etc.) for any DEI events
  • Assist in setting up and cleaning up of DEI events
• Data Support
  • Retrieves, compiles and organizes data from recurring reports.
  • Update staff titles within digital measures at the instruction of HR Shared Services
  • Maintain Service In Excess Routing que and spread sheet for Dean's Office

Additional Physical Demands
The position may involve periods of remaining stationary, using carts and rolling totes to move boxes of program supplies-20 lbs. or less-as necessary. It may also require moving boxes or bags of supplies weighing 20 lbs. or less onto or off carts.
The position may involve occasionally working outside of regular business hours for event assistance.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.
Preferred Qualifications
• At least 6 months experience working with vendors
• At least 6 months experience with supporting event coordination
• Experience working with diverse populations
• At least 6 months experience working in a university setting
• At least 6 months experience in making travel arrangements in a university or comparable setting
• Working knowledge of Adobe Acrobat and ability to make PDFs
Knowledge, Skills and Abilities

• Knowledge of administrative and clerical procedures and systems such as Microsoft Office (Word, Excel, PowerPoint), Windows operating system, managing files and records, and other office procedures.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience; proficient in English grammar.
• Ability to assess situations and make sound decisions independently and quickly.
• Ability to learn university payment system.
• Ability to adapt to unexpected changes in work tasks.
• Ability to problem solve urgent matters with tact and professionalism.

Appointment Information
This is a 100% full-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. The salary for this position is 18.924/hr. The expected start date is as soon as possible after the posting close date.
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 March 15, 2024. 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 Talisa Thompson at tethomp@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: 1022859
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu