Office Support Associate

1 week ago

Urbana, Illinois, United States University of Illinois Urbana-Champaign, IL Full time
Job Summary

The Office Support Associate provides administrative support to the director and staff of the Cline Center for Advanced Social Research. This position works under the general supervision of the Coordinator of Finance and Administration to perform administrative, clerical, reception, and event support duties requiring knowledge of general office and departmental policies and procedures.

Key Responsibilities
  • Administrative
    • Serve as the Cline Center's principal purchaser and complete transactional requirements using appropriate systems/tools.
    • Coordinate and manage travel arrangements for staff and visitors.
    • Prepare, complete, and submit expense reports in alignment with the university's policy and procedures.
    • Manage the Cline Center's conference room scheduling, student work space allocations, new hire on-site workspace preparation, and facility management tasks along with the access control system.
  • Clerical and Reception
    • Assist with maintaining the Director's calendar and scheduling committee and task force meetings.
    • Assist with tracking, documenting, and maintaining records on Cline Center activities and commitments.
    • Maintain inventory and supplies.
    • Manage the shared Cline Center email account, route emails to appropriate recipients, and manage incoming and outgoing mail.
    • Serve as the initial point of contact for the Cline Center by greeting visitors and answering phone calls.
  • Event Support
    • Coordinate and support events hosted by the Cline Center, including venue reservations, meal planning, and travel arrangements for staff, students, and visitors.
    • Assist with itinerary development and advertising activities associated with Cline Center events.
Requirements
  • High school diploma or equivalent.
  • 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
    • Experience performing office/clerical activities, including the use of computer systems.
    • Ability to obtain knowledge of administrative and clerical procedures and systems such as Microsoft Word processing, managing files and records, and other office procedures and terminology.
    • Knowledge of principles and processes for providing customer and personal services.
    • Working knowledge of grammar, spelling, and punctuation.
    • Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
    • Ability to communicate effectively with others.
    • Awareness of, and sensitivity to, cultural and linguistic differences.
    • Commitment to diversity and inclusion.
    • Ability to work harmoniously with faculty, staff and students.
    • Ability and initiative to pursue relevant training.
    • Ability to effectively multi-task and stay organized.
    • Ability to be self-motivated, prioritize tasks and exercise good judgment.
    • Attention to detail.
    • Ability to maintain confidentiality in all business and personnel matters.
    • Ability to handle sensitive and confidential matters with tact and diplomacy.

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