Office Support Associate - Gies College of Business
University of Illinois

Office Support Associate - Gies College of Business

Gies Graduate Programs

Job Summary
This position is a key part of the team dedicated to delivering a quality educational experience for students enrolled in the Gies Graduate Programs. It involves performing reception duties and providing event support for residential graduate programs, as well as offering administrative support for the Gies College of Business Graduate Programs Office, which serves over 600 students.
Duties & Responsibilities

Student Support - Events and Activities

• Assist in the planning of program activities and events such as Orientation, Picnics, Professional Development Sessions, Bowling, Friendsgiving, Pop-ups, Give-Aways, Graduation, etc.
• Reserve space for both internal and external meetings/events using EMS system or FMS Reserve System and ensure technical support is arranged
• Organize confirmations in a shared electronic environment
• Assist with securing and coordinating internal and external caterers to plan menus
• Submit work orders along with event diagrams to Facilities and Services via online request system and serve as the primary contact
• Identify and secure transportation for any external events.
• Create and track events, surveys, forms and emails in the Gies Groups platform
• Distribute emails via Gies Groups and track performance
• Pull reports for attendance
• Track student swag inventory and order/submit marketing briefs when new swag is needed
• Monitor the ggp-studentservice email box. Determine needs and handle routine inquiries, request and problems.
• Assist with entering financial aid scholarships in DAWS as well as deposit reimbursements in Banner.

Office Support/General Administration Duties

• Ensure office common area maintains a professional appearance and remains clean
• Submit and track work orders
• Organize and track office supply inventory, purchasing supplies needed; tracking, receiving and distributing
• Create iBuy requisitions to order office supplies and special requests. Add CFOAPAL information, and submit for departmental approval.
• Retrieve campus mail, receive and sign for packages and distribute to staff
• Prepare packages and mailing, schedule pick-up times and track shipments through UPS Campus Ship
• Create, update, review and retrieve files and which may include confidential material
• Coordinate basic logistical arrangements relating to conferences, meetings, and travel for the GGP unit
• Obtain quotes and make approved purchases with p-card or t-card in compliance with all rules, regulations, policies and procedures set by the campus and department.
• Maintain record of transactions and compile data from fiscal records for us in budget development or reappraisal
• Submits financial forms/transaction (p-card & t-card) in Chrome River in a timely manner through appropriate process entering proper CFOAP and attaching required documentation.

Miscellaneous

• Work effectively with other personnel in the office, College and across campus
• Perform other duties as assigned

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

• Strong oral and written communication skills.
• Working knowledge of PCs and software.
• Working knowledge of Campus Administrative Manual policies and guidelines.
• Ability to use office software packages; ability to work independently and exercise judgement to solve problems or answer questions.
• Exercise good judgement in scheduling work priorities under general guidance to ensure that the work assigned is completed in a timely manner.
• Ability to work in an environment with regular interruptions, changing deadlines and priorities, and varying workloads.
• Ability to exercise integrity, discretion, maintain confidentiality and willingness to learn new skills and improve productivity
• Ability to deal with interruptions and distractions to meet day-to-day deadline.

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 search close date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $36,901.80 annually. Sponsorship for work authorization is not available for this position.

Hybrid work options may be available for this position; however, must be available for onsite at the University Illinois campus based on operational needs.

The University of Illinois offers a wide variety of benefits, including paid leave and holidays:

https://www.hr.uillinois.edu/benefits

https://www.hr.uillinois.edu/leave

https://www.hr.uillinois.edu/leave/holidays

For more information about Gies Business, visit https://inside.giesbusiness.illinois.edu/work-at-gies

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 January 21, 2025. 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 lsrice@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

Please submit a cover letter and resume with your application.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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: 1027787
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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