Office Support Associate (Advising) – Engineering Administration

Office Support Associate (Advising) – Engineering Administration

Grainger Engineering Undergraduate Programs Office

Job Summary
This role serves as the receptionist for the Grainger Academic Advising Center for the Undergraduate Programs Office (UPO) in The Grainger College of Engineering (GCOE). The individual in this position responds to a wide variety of inquiries daily from students, staff, visiting families, and faculty.
Duties & Responsibilities

Communicate with Stakeholders

• Sign in visitors and students both online and in-person, utilizing the computer system to verify information and gather details that will help Deans and advisors to accurately advise and counsel students. Analyze and determine the appropriate advisors and resources for students, exercising independent judgment to escalate issues to Assistant Deans or to the Associate Dean as necessary.
• Assist with coverage for absences of clerical staff in the UPO space in Grainger Library.
• Screen telephone calls and visitors, determining needs and personally handling routine inquiries, requests, and problems. Provide accurate information regarding unit policies and procedures, and handle student and public inquiries about college events and activities. Manage non-routine inquiries and utilize resources to resolve them effectively.
• Answer or assign “engineering@illinois.edu” TeamDynamix tickets, prioritizing incoming tickets. Exercise independent judgment to determine how to sort tickets that are sent to “engineering@illinois.edu” email, redirect to the appropriate advisor, and/or 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.
• Coordinate efforts to update digital displays with events, programs, etc.
• Update Center for Academic Resources in Engineering (CARE) announcement boards.

Records Maintenance

• Maintain undergraduate student records, such as forms, petitions, and any correspondence. Upload forms to the campus records application. 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 advising queue information. Maintain and distribute up to date department contact list and keep mailing lists for UPO up to date.
• Maintain records for CARE and pull data as needed.

Scheduling

• Schedule room reservations for Grainger Library conference rooms, including rooms 439 and 433. Coordinate room reservations for larger presentations.
• Maintain calendar supporting academic deans, advisors, and other staff for advising and other academic meetings.
• Schedule space for End-of-Term evaluation each semester.
• Schedule space for Engineering Undeclared programs and events.
• Schedule space for CARE.

Inventory Maintenance

• Maintain and order supplies for general use in the Grainger Academic Advising Center.
• General responsibility for the maintenance of the copier (in 451), including scheduling maintenance of copier and ordering necessary materials for operation.

Other

• Assist employees needing to gain access to the students’ digital records.
• Will be assigned special projects as needed.
• Cross train and assist with coverage for clerical staff in other UPO spaces.

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

• 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.
• Skill in handling confidential student and staff information and the ability to manage and communicate such information accordingly.
• Ability to be approachable, patient, flexible, and understanding. as this is a ‘front line’ position and will be the first impression many people receive of the office, especially students with complex situations.
• Ability to multi-task, while coping with numerous interruptions and maintaining a calm and pleasant demeanor.
• Comfortability communicating straightforward and accurate statements concerning policy and rules.
• Ability to work onsite in Urbana.

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. This is a bargained position
and as such, the salary is driven by the collective bargaining agreement.
The entry-level salary for the Office Support Associate classification is
$36,901 ($18.924/hour). Work authorization is not available for this position. The person hired into this role will be expected to work onsite in Champaign-Urbana.

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 September 4, 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 (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: 1026451

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu