Office Support Associate - Grainger Academic Advising Center For Undergraduate Programs

Office Support Associate - Grainger Academic Advising Center for Undergraduate Programs
Grainger Engineering Undergraduate Programs Office
Job Summary
This position is the receptionist for the Grainger Academic Advising Center for Undergraduate Programs in The Grainger College of Engineering. As such, this person responds to myriad inquiries each day from students, staff, visiting families, and faculty. Duties & Responsibilities
Communicate with Stakeholders

• Sign in visitors and students both online and in person. Utilize the computer system to verify information and gather facts for the Deans and advisors to be able to advise and accurately counsel students. Analyze, and make determination to direct students to appropriate advisors and resources. Make independent judgment to escalate to Assistant Deans or to the Associate Dean as necessary. Assist with coverage for lunch periods and absences of clerical staff in UPO space in Grainger Library.
• Screen telephone calls and visitors; determine needs and personally handle routine inquiries, requests and/or problems, provide factual information regarding unit regulations and procedures. Handle student and public inquiries about college events and activities of over 90 engineering organizations. This includes Engineering Open House which is one of the largest student activities on campus. Handle non-routine inquiries and use resources to resolve inquiries.
• Answer or assign "engineering@illinois.edu" TeamDynamix tickets. Prioritize incoming tickets. Exercise judgment to determine how to sort tickets that are sent to "engineering@illinois.edu" email, redirect to the appropriate advisor, and make independent judgment to escalate to Assistant Deans or to the Associate Dean as necessary. Redirect "engineering@illinois.edu" tickets that are outputs of online petitions and assign advisors to various petition committees.
• Sort and distribute daily mail.
• Provide college information to the Visitor's Center and to various departments.

Records Maintenance

• Maintain and file undergraduate student records, such as dual degree forms, petitions and any correspondence. Upload forms to the UgradRecs system. Access to all student records requires a high degree of confidentiality.
• Maintain Undergraduate Programs information on several Undergraduate Program Office websites by updating dates and deadlines each semester. Maintain and distribute up to date department contact list and keep mailing lists for UPO up to date.

Scheduling

• Schedule room reservations for 439 and 433 conference rooms. Coordinate room reservations for larger presentations.
• Maintain calendar supporting academic deans, advisors, and other staff for advising and other academic meetings.
• Coordinate counseling appointments for the clinical counselor and DRES staff, as well as for the embedded counselor.

Inventory Maintenance

• Maintain and order supplies for general use in the Undergraduate Programs Office using the IBUY ordering system.
• General responsibility for the maintenance of informational displays in the lobby including the replacement of materials and maintenance of the display area. In charge of ordering all informational inventory. Interacts with all departments, campus offices, and student groups to insure the proper disbursement of these materials.

Other

• Assist employees needing to gain access to the digital students' records (UgradRecs).
• Will be assigned special projects as needed.
• Cross train and assist with coverage for clerical staff in UPO space in 206 Engineering Hall.

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) months from the categories below:
   1. 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)
   2. Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills and Abilities

• A thorough understanding and knowledge of the requirements, policies, and procedures of The Grainger College of Engineering that pertain to undergraduate students, as well as a general knowledge of University procedures and structure.
• Knowledge of office routine, equipment, telephone etiquette, and the many functions of the office are important.
• A strong desire to help students and a commitment to respect the confidentiality of students and staff.

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 close date. Salary is commensurate with experience.
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 January 10, 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 Jill McKenna at glawe1@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: 1021803
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu