Office Support Associate, Student Engagement

Office Support Associate

Student Engagement

Job Summary

Organizes, coordinates, and performs various office support tasks to assist the Student Organization Development & Administration and Student Governance staff. Coordinates the Student Organization Complex operations. Student Engagement is a department within the Division of Student Affairs consisting of the following teams: Spirit & Traditions, Student Governance, Student Organization Development & Administration (SODA), Student Organization Finance Center (SOFC), and Student Sustainability.

Duties & Responsibilities

Student Organization Development & Administration (SODA)

• Serve as primary office support for staff, programs, and initiatives within Student Org Development & Admin.

• Schedule and coordinate meetings for all SODA staff and other Student Engagement staff as delegated.

• Monitor SODA emails and direct calls to appropriate staff members.

• Make travel arrangements for SODA staff members.

• Coordinate assignment of mailboxes, storage, and lockers for student orgs.

• Coordinate the Equipment Loan Program where student organizations can reserve and borrow equipment for the success of their programs and initiatives.

• Coordinate student organization mail and shipments.

Student Organization Complex Coordination

• Coordinate day-to-day operations of the Student Organization Complex.

• Coordinate schedules for reservable spaces, including but not limited to Meeting Tables, Collaboration Boards, and Conference/Board Rooms.

• Serve as a point of contact for the front desk of the Student Org Complex, directing walk-in students and staff to appropriate personnel.

• Manage the space's upkeep, including-but not limited to-monitoring the facility for necessary repairs, submitting facility work orders, and ordering general supplies.

• Promoting usage of the space for student organization, business, and activities.

Student Engagement Administration

• Assist with the implementation and coordination of university-wide student organization engagement initiatives, i.e., Quad Day, Involvement Fair.

• Assist with administrative roles and responsibilities as requested.

• Assist with departmental purchases with vendors on and off-campus, including but not limited to processing purchases via iBuy and Contracts +.

• Process P & T-Card Expense Reports for assigned staff via Chrome River. This also includes serving as a charge code approver.

• Download monthly Expense/Revenue reports for select Department of Student Engagement funds.

• Perform other duties as assigned (including service on campus committees) to advance the unit, department, and division.

Minimum Qualifications

• High school diploma or equivalent.

• Any one or combination totaling eighteen (18) months from the categories below:

• 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)

• Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills and Abilities

• Familiar with the policies and procedures of the University of Illinois.

• Ability to exercise excellent judgment and discretion, especially in handling confidential and sensitive information.

• Excellent decision-making abilities.

• Knowledge of clerical procedures and office routines.

• Ability to express self well, orally and in writing, communicating facts, figures, and ideas to others person-to-person.

• Strong organizational and problem-analysis skills.

• Working knowledge of the following: Banner, My-IU Financials, Chrome River, and other miscellaneous UI Enterprise Applications. Proficient understanding of Microsoft Teams, Outlook, Excel, and Word programs.

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 8/19/2024. Salary for this position is set at $36,901.80.

Please Note: This position is unable to support candidates who require work authorization sponsorship.

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 Friday, July 19, 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 Keri Collins at keric@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: 1025274

Job Category: Administrative Support

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