Office Support Associate

Office Support Associate - Siebel School of Computing and Data Science

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• Job Summary

  The incumbent will serve as the front-line support in the Siebel School of Computing and Data Science Academic Office under the direction of the Senior Assistant Director for graduate programs, fielding and directing incoming traffic (walk-in, telephone, and virtual queue), and supporting the Graduate Programs faculty leadership and other staff in the daily administrative needs of the graduate programs. They will serve as the back-up contact for the undergraduate front-line support staff when necessary.

  Duties & Responsibilities

  • The incumbent will serve as the front-line support in the Siebel School of Computing and Data Science Academic Office under the direction of the Senior Assistant Director for graduate programs, fielding and directing incoming traffic (walk-in, telephone, and virtual queue), and supporting the Graduate Programs faculty leadership and other staff in the daily administrative needs of the graduate programs. They will serve as the back-up contact for the undergraduate front-line support staff when necessary.
    This requires the incumbent to develop a familiarity with the building, the department policies and procedures, department faculty and staff, and to keep current on department events. 
  • Provide administrative support for planning events associated with the graduate programs. This
    includes gathering menus, preparing purchase orders, placing orders with caterers, making travel
    arrangements, reserving hotel rooms, processing reimbursements, etc., as well as preparing
    documentation for charges made on a university issued P‐Card or T‐Card, OBFS forms, iBuy, and
    UPS. Serve as purchasing contact for CS Graduate Student Organization, including tracking the approved budget expenditures, entering purchases into the department purchasing application, and providing all necessary back-up documentation for permissible purchases.
  • Provide clerical support for seasonal Academic Office projects, including the graduate admissions processes, Visit the Siebel School of Computing and Data Science event, individual recruit/prospective graduate visits, orientation activities, and other projects.
    
    These duties will require training departmental and Graduate College databases.
  • Coordination of the OEAI exam for international graduate students, including exam registration.
  • Work under the direction of the Senior Assistant Director for CS Graduate Programs, to provide
    administrative support to the Director, Associate Director, Sr. Assistant Director, Program Coordinators, all graduate Academic Advisors, and the Admissions and Records Officer.
  • Maintain calendars associated with the Academic Office faculty and staff and shared spaces (the 1218 Siebel Center conference room) using Microsoft Outlook or similar tools and CS Grad web calendar for events.
  • Assume additional appropriate duties to further the mission of the department
  
  

  Physical Demands

• Standing : Occasionally 
• Walking : Occasionally 
• Sitting : Occasionally 
• Bending/Stooping : Rarely 
• Reaching : Rarely 
• Talking : Frequently 
• Hearing : Frequently 
• Repetitive Motions : Frequently 
• Eye/Hand/Foot Coordination : Frequently 
• Visual Acuity : Frequently 

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

• Excellent customer service skills. Knowledge of office procedures and file maintenance. Effective verbal and written communication skills.

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 7/10/2023. 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 07/14/2023. 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 kbogle@illinois.edu . For questions regarding the application process, please contact 217-333-2137.