Office Support Specialist -- Gies College of Business
University of Illinois

Office Support Specialist -- Gies College of Business

Department of Finance

Job Summary
Provide support for Finance department graduate programs.

Duties & Responsibilities

• Administrative Support:
  • Serve as primary office support for graduate programs staff within the Finance Department.
  • Respond to routine inquiries, requests, and problems via phone, email, and in person in a friendly and professional manner and determine the appropriate course of action.
  • Coordinate efforts to update analog and digital displays with events, programs, announcements and deadlines.
  • Maintain digital records and materials related to assigned job duties, procedures and processes related to job duties, and annual timeline of job duties.
  • Assist with merchandise orders and inventory (wearables and orientation items designated for students and recruiting trips).
  • Participate in opening and closing office procedures.
• Records Support:
  • Assist MSF staff with managing and maintaining current student records including late registration, withdrawals, registration problems, grade filing, appeal petitions, extensions, and other forms relating to current students and their active status.
  • Serve as a petition reviewer.
  • Monitor academic progress of students toward graduation using the appropriate systems. Assist with the conducting of degree audits and alerting advising staff when students are not yet eligible to graduate. Assist with maintaining the graduation list and determining eligibility.
  • Contribute to the compilation of surveys, statistics, and other data reports.
• Event Management Assistance:
  • Provide logistical support for meetings and events as required. This may include schedule coordination, room reservations, ordering food, data management, and project coordination.
  • Assist with the facilitation of some events and programs.
• Other Duties:
  • Backup other functions as necessary to ensure efficient and effective business operations
  • Other duties as assigned

Physical Demands

lift or move boxes weighing up to 20 pounds : Occasionally

Minimum Qualifications

1. High school diploma or equivalent.

2. Any one or combination totaling two (2) years (24 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)
-90 semester hours equals two (2) years (24 months)
-Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
B. Work experience performing office/clerical activities, including the use of computer systems.

3. One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills and Abilities

• Excellent written and verbal communication skills. Effectively use interpersonal skills to relate to a diverse constituency including faculty, staff, other departments, and outside agencies.
• Demonstrated ability to multi-task and handle competing priorities with great attention to detail, timeliness, and accuracy.
• Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.
• Good judgment and initiative.
• Ability to lift or move boxes weighing up to 20 pounds across office for various needs.
• Ability to work some nights and weekends depending on event scheduling.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after the search close date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $20.718 per hour/$40,400.10 annually.

Employees hired into this position will be expected to work on-site at the University of Illinois Urbana-Champaign campus on a full-time basis (37.5 hours/week), 8:30 a.m. - 5:00 p.m., Monday - Friday.

Sponsorship for Work authorization is not available for this position.

The University of Illinois offers a wide variety of benefits, including paid leave and holidays:
https://www.hr.uillinois.edu/benefits
https://www.hr.uillinois.edu/leave
https://www.hr.uillinois.edu/leave/holidays

For more information about Gies Business, visit https://inside.giesbusiness.illinois.edu/work-at-gies .

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 (Central Time) on October 10, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. Please provide a cover letter, resume, and three professional references. 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 rgoben@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: 1026708
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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