Office Support Associate - ODOS

Office of the Dean of Students

Job Summary

Serves as office receptionist for the Office of the Dean of Students (ODOS). Provides general supportive clerical and secretarial services for the units within ODOS. This position serves as a first point of contact for callers and visitors to the Office of the Dean of Students, greeting them, triaging their concern(s) for the appropriate staff to address, and referring them as appropriate. Substantial clerical duties include scheduling appointments, processing incoming/outgoing mail, drafting correspondence on behalf of staff, managing office supplies inventory, transcribing notes, monitoring the office's general email account(s), and assisting with daily office operations.

Duties & Responsibilities

• Answers phone/screens calls and visitors for units within the Office of the Dean of Students; determines needs and personally handles routine inquiries, requests, or problems; maintains office area including keeping displays, bulletin boards, and electronic message boards up-to-date.
• Maintains calendars for designated staff, scheduling meetings and appointments when given general instruction and making changes as needed.
• Enters confidential records into office database while ensuring adequate and accurate information.
• Monitors office email account(s) regarding inquiries and responds or refers as appropriate.
• Drafts correspondence using pre-made templates for common scenarios or composes response for unique situations, ensuring no errors in grammar and syntax; sends student correspondence related to routine matters and areas of assistance and support.
• Collects, compiles, and organizes information for Office of the Dean of Students reports, and composes brief, narrative reports with responsibility for accurately stating factual information gathered from a number of readily available sources.
• Creates agendas, attends meetings, transcribes, and distributes meeting minutes and agendas to participants.
• Provide project support for the department, which may include research and benchmarking and coordination of programs and services.
• Assists with periodic inventory checks and/or updates.
• Monitors and provides updated information for the website.
• Reviews department/unit incoming mail, responding to routine items and distributing remainder to other appropriate staff; coordinates and schedules package/freight shipments. Performs other related duties as assigned.

Additional Physical Demands

Environmental Demands:
Must be able to work meticulously under pressure, with frequent interruptions, always maintaining courtesy, insight, sensitivity, and patience. Must be able to timely complete projects with little room for error. Work is performed on site, in a college office setting. Space is limited, there is little privacy, and foot traffic can be heavy.

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.

Preferred Qualifications

• Experience in an educational environment.

Knowledge, Skills and Abilities

• Superior interpersonal communication skills and a desire to work with students, faculty, and staff across campus.
• Understanding of office protocol and interpersonal diplomacy in a business setting.
• Familiarity with campus general operating procedures.
• Proficiency with Microsoft Office (Outlook, Word, Excel, etc.), Microsoft Teams, and other office applications, such as Webtools, Box, and Zoom.
• Excellent written and verbal communication and interpersonal skills.
• Ability to adapt to change.
• Ability to work independently, prioritize daily duties, and exercise good judgment in order to analyze and investigate a variety of questions.
• Ability to complete assignments/projects in a timely manner.
• Excellent time management, organization skills, and attention to detail. Capacity to work effectively and efficiently with a wide variety of people in a busy student-focused office.
• Sets the tone for compassionate and competent assistance.
• Demonstrates high ethical standards, integrity, professionalism, politeness, and courteousness.
• Ability to employ excellent customer service skills and leadership skills.
• Ability to network with groups or individuals.
• Ability to work effectively with a diverse community. Exercises excellent judgment and discretion, especially in handling of confidential and/or sensitive information.
• Excellent critical assessment and decision-making abilities (considering the relative costs and benefits of potential actions and choosing the most appropriate one).
• Strong command of grammar, spelling, and composition.
• Ability to meet frequent deadlines and handle student, staff and building emergencies in a calm manner.
• Ability to combine pieces of information to form general rules or conclusions, including finding a relationship among seemingly unrelated events.

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 6/1/2023. Salary is commensurate with experience and SUCSS requirements.
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 (CST) on Wednesday, May 24, 2023. Please make sure to submit your resume and list three professional references that can be called to verify employment. 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, COVID-19 vaccination requirement, 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: 1017610
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu