---

---

Location

Urbana, IL | United States

---

Job description

Office Support Specialist

Department of Economics

University of Illinois at Urbana-Champaign

Job Summary

The Office Support Specialist will work closely with department leadership and provide high-level, confidential, administrative support in areas of departmental academics, and the Economics Job market, maintaining and enhancing the strong service orientation of the office.

Duties & Responsibilities

Academic Support

• Work with the Associate Head, Academic Program Directors, and administrative HR staff to plan the academic course offerings each semester, keeping drafted 2-year course offerings plan up to date.
• Ensure required courses are offered regularly, avoid course conflicts, and provide a variety of course times to maximize opportunities for students.
• Maintain all details for courses and faculty teaching assignments in Banner, including Econ-controlled courses cross-listed with other academic units.
• Work closely with the Registrar's Office to schedule course, midterm, and final exam classrooms and reserve computer labs through Instructional Computing Services (ICS).
• Work closely with Academic Program Directors to initiate and maintain workflows in the Course Information Management (CIM) system to create new, modify existing, or disband departmental courses.
• Maintain all departmental databases related to course scheduling including the tracking of teaching load requirements and faculty instructional preferences.
• Notify departmental human resources of potential teaching overloads and/or need for visiting instructors.
• Maintain independent study Course Reference Numbers (CRN).
• Each semester: collect syllabi for each course, manage the distribution of the Instructor & Course Evaluation System (ICES) forms, act as departmental liaison to the Illini Union Bookstore for book orders, and request instructor texts from publishers.
• Work with faculty on academic document retention procedures.
• Perform other related duties as requested.

Administration Support

• Conduct departmental elections for committees and Faculty Senate each year in accordance with governing bylaws.
• Assist administrative HR staff with the tracking of document collection and required campus training completion, confidential personnel file management, and the drafting of correspondence as needed.
• Initiate appointment transactions in the Appointment system for department and college review.
• Assist with the collection of information for Service in Excess forms.
• Maintain a checklist for onboarding new employees to track which steps are pending/completed.
• Perform other related duties as requested.

Economics Job Market

• Maintain and enhance the procedure for handling confidential letters of recommendation written by faculty for outgoing PhD students on the Econ Job Market each fall.
• In collaboration with departmental website maintenance staff, organize and host at least one late-spring and one early-fall Letter of Recommendation Process/Job Market Website Information Session for outgoing PhD students on the Econ Job Market; communicate the process and anticipated deadlines with letter writers.
• Perform other related duties as requested.

Required Qualifications

1. High school diploma or
equivalent.
2. Any one or combination totaling
two (2) years (24 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)
* 90 semester hours equals two (2) years (24 months)
* Bachelor's Degree (120 semester hours) equals three
(3) years (36 months)
B. Work experience performing
office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of
work experience comparable to the second level of this series.

Preferred Qualifications

• Experience with university programs such as Banner, ASTRA, CIM, Departmental Condensed Catalog, EDDIE, Webtools, DMI, Mobius View, and Box.
• Experience with programs such as Google Drive, Adobe Sign, and Canva.

Successful candidates will have:

• Ability to communicate effectively with others
• Knowledge of computers and computer systems (hardware and software) such as Microsoft Office Suite, File Manager, and general computer software navigation.
• Knowledge of policies and procedures from various campus authorities and the ability to locate and share the source language and location for policies and procedures.
• Skills in initiative, integrity, discretion, and the handling of confidential information.
• Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents
• Ability to prioritize tasks through assessment of urgency and importance, considering potential actions and outcomes to make appropriate decisions.
• Ability to gain the knowledge of the structure, organization, policies, goals, and objectives of a large academic department as well as the relationships between the department, college and university communities."
• Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.

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 the deadline. The
salary for this position is set by a collective bargaining agreement and the
rate for the position is $20.718/hour. We strive to provide a competitive salary,
considering factors such as available market data, internal equity, candidate
experience and qualifications, collective bargaining agreements, and budget
constraints. The final salary offer will be determined through a thorough
assessment of these elements. Sponsorship for work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on March 22, 2024 . Apply for this position using the Apply Now button at the top or bottom of this posting and upload
your cover letter, resume (months and years of employment must be included),
and names/contact information for three professional references. Please
remember to include specific information on how you meet the qualifications of
the position in your application materials, including all
relevant experiences. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through 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 [email protected] . For questions regarding the application process, please contact 217-333-2137.

For assistance with resume creation and mock interviews, please follow
this link for University of Illinois Human Resources workshops:

The University of Illinois must also comply with
applicable federal export control laws and regulations and, as such, reserves
the right to employ restricted party screening procedures for applicants.

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 [email protected] .

Requisition ID : 1021495

Job Category : Administrative Support

Apply at:

---

Job tags

---

---

Salary