Office Support Associate

Kinesiology and Community Health

The Department of Kinesiology and Community Health (KCH) with the College of Applied Health Sciences (AHS) seeks a full-time (12-month) Office Support Associate. This position provides clerical and business support for the Department of Kinesiology and Community Health in the College of Applied Health Sciences.
Major Duties and Responsibilities
Travel Coordinator - Coordinates and arranges domestic and international business travel for faculty, staff, and guests of the system, including utilizing iTravel and other websites. Process ChromeRiver expense report, adhering to the Office of Business & Financial Services’ policies for timely submission of P-Card and T-Card documentation.

Serves as the primary receptionist for the Department of Kinesiology in Freer Hall and as a backup for the Community Health program located in Huff Hall and the Department Head’s phone line; includes screening telephone calls and greeting visitors, determining needs, and handling routine inquiries. Coordinate and schedule room reservations and department research parking spots.

Assists faculty, staff, and students with onsite and offsite copying/printing and shipping requests. Organize and distributes incoming mail and assist with express mailings at the request of the faculty, staff, and students. Assists with printing posters for departmental seminars, events, and posters, when requested. Arranges departmental shipments via UPS CampusShip, FedEx, etc.; reconcile shipping expenses in Chrome River

Process human subject, vendor, foreign national, and honorarium payments adhering to the Office of Business & Financial Services’ policies.

Design, create, file, and maintain departmental business forms and files in coordination with the Asst Director of Finance and Administration.

Assist with inventory controls and bi-annual inventory

Organize and document student, staff, and faculty keys requests and files. Order new keys from Facilities & Services, when necessary. Add and remove card swipe access for staff and students

With direction from the Assoc Head, coordinate the Honors and Awards Ceremony and assist the Office Manager department events; which includes, but is not limited to: securing date, location, and catering for the event; work with Honors and Awards Committee to publicize the scholarships/awards so that students can apply; collect and organize the student applications and makes copies and distributes applications to committee members; compiles a master list of winners; notifies the winners; assists with print materials for the event; attend the event to make sure it runs smoothly.

Maintain office supply inventory and order office supplies.

Coordinates the Department’s bicycle-sharing program. Maintain the checkout log, supplies, locks, and maintenance requests.

Updates the faculty/staff directory sheet and distributes it to faculty and staff when necessary. Initiates requests to the AHS IT department to add new faculty members to all email listservs, update and distribute the department faculty and staff directory, and add new mailbox name tags for incoming faculty and staff in Freer Hall. Adds new faculty and staff to the main printer in the Department.

Other duties as assigned and appropriate.

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:
Solid knowledge or ability to learn business systems including BANNER, ChromeRiver, and i-Buy.
Working knowledge of Outlook, Microsoft Office Suite, Teams, , Zoom and office equipment (fax, printers, laminator).
Ability to work independently and exercise judgment.
Attention to detail and accuracy.
Ability to work effectively with others, understand office/business procedures, and maintain confidentiality.
Strong verbal and written communication skills.

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 8/22/2023. Salary is commensurate with experience.
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 September 21, 2023. 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 AHS HR ar ahs-hr@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: 1019942
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu