Office Support Associate - Counseling Center

Office Support Associate - Counseling Center

Counseling Center

This position provides direct support to the Administrative Aide. All work for this position must be performed in person, as this position has not been approved for remote work. This person will also direct clients and stakeholders to the appropriate point of service including but not limited to triage or initial appointments. This person will work primarily at the Counseling Center main office, but will be expected to work at other Counseling Center locations including the main office as directed.

Job Summary

Perform a variety of on-site general office duties to support reception office staff, administrative services staff, professional staff, practicum students, graduate assistants and Counseling Center clients. Direct clients and stakeholders to the appropriate point of service including but not limited to triage or initial appointments.

Duties & Responsibilities

• 1. Provide factual information to clients, students, faculty, staff, deans, campus units regarding Counseling Center procedures.
  
  
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  2. Receive and direct clients who have appointments with members of the clinical staff, notifying counselors when clients have arrived.
  
  
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  3. Answer phones, transfer calls, screen calls and take accurate messages.
  
  
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  4. Query visitors to determine needs and may personally handle routine inquiries, requests, and/or problems as directed.
  
  
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  5. Schedule client appointments and meetings in each counselor's electronic schedule system.
  
  
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  6. Schedule "Initial Appointments" for clients in person and on the telephone.
  
  
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  7. Scheduling meetings for staff on the electronic schedule system.
  
  
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  8. File client charts and client paperwork.
  
  
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  9. Serve as a backup as necessary with opening and closing office procedures.
  
  
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  10. Engage in note taking for attended Counseling Center meetings.
  
  
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  11. Other appropriate duties as assigned.
  
  

Additional Physical Demands

The position's work is in a fast-paced office setting with the constant distraction of phones, inter-office communications and clients. There are occasions when the expression of grievances, requests, demands, or complaints from clients, students, staff, and others may be stressful. Punctuality is imperative. This position is eligible for only in-person work settings.

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

• 1. Comprehensive knowledge in all Microsoft programs (Outlook, Word, Excel, etc.) for use in calendaring, correspondence, spreadsheets, tracking, etc. Knowledge of basic office machines including computers, photocopiers, and fax machine. Ability to learn new programs as technology and office needs change.
  
  
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  2. Knowledge of principles and processes for providing excellent customer and personal services.
  
  
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  3. Excellent telephone and other communication skills; ability to communicate effectively, both verbally and in writing, as appropriate for the needs of the audience.
  
  
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  4. Attention to detail, ability to work under pressure, maintain organization, and follow-through. Ability to be responsible for accuracy, content, format, and timeliness of completion of assignments.
  
  
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  5. Ability to be flexible in assignment of tasks and have the ability to handle frequent interruptions.
  
  
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  6. A spirit of collaboration; willingness to interrupt duties to assist other members of the staff in a higher priority assignment. Ability to confirm to the highest standards of excellence and conduct.
  
  
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  7. Ability to maintain strict confidentiality in all interactions, both on the job and after working hours.
  
  
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  8. Approachable, assertive, flexible, and be able to work cooperatively with a variety of personnel and students.
  
  
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  9. Awareness of and sensitivity to cultural and linguistic differences; commitment to diversity and inclusion.
  
  
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  10. Ability to exercise initiative, confidentiality, discretion, and sound judgment.
  
  

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 6/16/2024. The compensation for this position is covered by a collective bargaining agreement, the minimum salary for this position is $36,901.80. The incumbent will work a 7.5-hour day, breaks included, which has a rotating start time with the other five reception office staff. Start time may be adjusted periodically as needed. This position is eligible for in-person work arrangements only. Sponsorship for work authorization is not available for this position.

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 June 16, 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 mdietz@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: 1024941

Job Category: Administrative Support

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