Office Support Associate - Civil And Environmental Engineering

Office Support Associate

Department of Civil and Environmental Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Department of Civil and Environmental Engineering (CEE) in The Grainger College of Engineering seeks applicants for an Office Support Associate position. This position performs a variety of duties in support of the Department Head's Office, front office, and the communications area in the Department of Civil and Environmental Engineering.

Duties and Responsibilities

• Process expense reports for p-cards, t-cards, and reimbursements for the Office of the Department Head and staff as directed by the Associate Director of Operations.

• Reception for CEE Front Office, direct incoming questions and walk-ins to appropriate staff and front office faculty, directing students to the appropriate advisor for questions/concerns, High-level reception duties, include quickly determine and ensure the Department's large body of undergraduate, graduate students, post-docs, and outside visitors in industry and alumni find the correct office/person for their inquire and/or visit.

• Administrative Support for the Department's Industry Partners Program and Communications Staff. Conference and meeting coordination support for Department events including making travel arrangements for attendees and staff, name badge production, ordering supplies, awards, onsite assistance with the logistics, adding registrations and attendees in the University's TED alumni database, and other duties as assigned.

• Provide clerical support for the Associate Director of Operations. Tasks include thank you letter preparation, send out mailings, printing jobs, delivering items to the college administrative offices, updating department databases. Department's contact for preparing UPS labels for faculty, staff, and graduate students to send outbound packages using campus specific software.

• Sort and distribute mail daily to faculty and staff in all areas of the two CEE Buildings.

• Track and maintain orders of materials and supplies for the Department Head's office, including main visitor beverage station invoices. Organize all CEE conference rooms. Other duties as assigned.

Minimum Qualifications

• 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.

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.

• Knowledge of personal computers and software packages such as Microsoft Word, Excel, Outlook e-mail, Banner and other University financial programs. Experience is desired with Microsoft Excel, Word, Skype for Business, Outlook Exchange, T-Card System (TEM), P-Card System (Procurement), departmental portal.

• Ability to use standard office equipment, including personal computers, printers, scanners, copiers, and fax machines.

• Good judgment and initiative

• Ability to perform tasks delegated by supervisor and use sound judgment and discretion in prioritizing, initiating, and executing assignments.

• Ability to adhere to all University, College, Department, and HRSS policies, procedures, and guidelines consistently and competently.

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 closing 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 $36,894 ($18.92/hour). Employees hired into this position will be expected to work onsite on a full-time basis. Work authorization is not available for this position.

Application Procedures and Deadline Information

Applications must be received by 6:00 pm (CST) on July 8, 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 Stacie Mertes at smertes@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, COVID-19 vaccination requirement, 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: 1025007

Job Category: Administrative Support

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