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Location

Urbana, IL | United States

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Job description

OFFICE SUPPORT ASSOCIATE
University of Illinois Urbana-Champaign

College of Agricultural, Consumer and Environmental Sciences (ACES)

Department of Natural Resources and Environmental Sciences (NRES)

The Department of Natural Resources and Environmental Sciences in The College of ACES seeks applicants for an Office Support Associate position. This position will perform responsible clerical and secretarial duties for professional staff.

Duties & Responsibilities

• General Administrative Duties
  Greet visitors to NRES main office, answer NRES main office telephone line, and relay calls and messages to appropriate staff members; initiate calls to obtain specific information requested by others. Monitor NRES main office email account, forwarding messages or replying as warranted. Manage mail distribution process for the department, including distributing incoming mail, preparing outgoing USPS and UPS packages, and updating NRES mailboxes as needed. Monitor on-hand office, teaching, event, and technology supplies and order as needed. Maintain office equipment and submit requests for maintenance or repair as needed. Copy and assemble exams and assignments for course instructors as requested. Assist Administrative Aide with Clery travel tracking. Assist NRES managers with file maintenance in line with current needs and relevant records retention schedules. Assist with preparation and dissemination of departmental communications.

• Purchasing/Travel
  Purchase items based on faculty, staff, or student requests utilizing iBuy or P-Card working with supervisor or NRES managers to review funding source. Purchase food and/or beverages for events utilizing iBuy or T-Card working with supervisor or NRES managers to review funding source. Arrange conference registrations and memberships utilizing T-card based on faculty, staff, or student requests. Arrange travel for faculty, staff, students, and guests using T-Card and Collegiate Travel Planners or other travel-related vendors. Complete reconciliation of T-Card and P-Card purchases through Chrome River.

• Event Coordination
  Assist with coordination of the academic year seminar events related to NRES 500 in conjunction with the Administrative Aide and faculty seminar chair(s) (space, speaker lodging, meals, expense reimbursements, event refreshments, seminar promotion). Assist with coordination of special events and projects as needed (New Student Field Day, Graduate Student Appreciation reception, departmental retreat, recruiting events, orientations, etc.)

• Facilities and Equipment Management
  Assist with coordination of building maintenance requests; serve as primary or secondary contact for these requests. Manage room reservation system ASTRA for conference rooms and classrooms. Manage key access to conference rooms and classrooms. Manage key inventory and key assignment process including request forms, tracking, and returns, using the ACES Portal or similar system.
  Minimum Qualifications
  1. High school diploma or equivalent.
  2. Any one or combination totaling eighteen (18) months from the categories below:
  1. 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 degree (60 semester hours) equals eighteen months (18 months)
  2. Work experience performing office/clerical activities, including the use of computer systems.
  Preferred Qualifications
  Experience with University systems ASTRA, iBuy, iTravel, Chrome River or with similar systems.
  Knowledge, Skills and Abilities

• Good written and oral communication skills.

• Ability to provide good customer service and the ability to interact well with both the campus community and the general public in person, on the phone, and via email.

• Ability to work well individually and in collaboration with others.

• Excellent detail skills with the ability to effectively schedule/plan and prioritize multiple tasks.

• Flexibility to adjust schedule and prioritize tasks due to frequent interruptions.

• Knowledge of computer software such as Zoom and Microsoft Word, Excel, Outlook, and Teams.

• Ability to adhere to all University, College, and Department policies, procedures, and guidelines consistently and competently.
  Appointment Information
  This is a 100% full-time Civil Service Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after Friday, February 16, 2024. The entry-level salary for the Office Support Associate classification is $36,901.80 ($18.924/hour).
  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 Friday, February 16. 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 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 Lisa Kelly [email protected] . 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 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 [email protected] .
  
  Requisition ID : 1022504
  Job Category : Civil Service, Office Support Associate
  To apply, visit
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About University of Illinois - Urbana-Champaign

The University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement. With our land-grant heritage as our foundation, we pioneer innovative research that tackles global problems and expands the human experience. Our transformative learning experiences, in and out of the classroom, are designed to produce innovative alumni who desire to make a significant, societal impact.

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