What are the responsibilities and job description for the Office Support Specialist - Office of Access and Engagement, Graduate College position at illinois?
Duties & Responsibilities -
Administrative and Fiscal Support:
- Serves as the primary point of contact for the office by screening phone calls, emails, and visitors; independently responds to routine inquiries and routes non-routine matters to appropriate staff.
- Reviews and manages incoming correspondence; responds to routine items and distributes remaining materials to designated staff.
- Drafts, formats, and maintains correspondence, reports, datasets, and other materials requiring knowledge of unit activities, procedures, and confidential information.
- Maintains calendars for the Assistant Dean and Assistant Directors; coordinates scheduling, notifies staff of deadlines, meetings, and changes, and supports meeting logistics.
- Establishes and maintains electronic and paper filing and record systems, including confidential student, program, and financial records.
- Coordinates unit meetings, programs, and events, including scheduling, preparation of materials, travel arrangements, and follow-up communication.
- Coordinates contracts with the Graduate College Budget Office and manages payments, reconciliations, and expense tracking through campus financial systems.
- Maintains program databases related to participant information, budgets, partnerships, cost-sharing, and expenditures; maintains records of unit expenses for regular and ad hoc reporting.
- Tracks program partnerships and associated costs to support planning, reporting, and compliance requirements.
- Researches, recommends, and orders office supplies and promotional materials in alignment with program and budget needs.
Program Support:
- Provides administrative coordination and operational support for recruitment, outreach, and engagement programs sponsored by the Office of Access and Engagement.
- Assists with planning and coordinating events, including arranging meeting and event space, equipment, catering, and logistical support.
- Serves as liaison with campus partners (e.g., Housing, Facilities, vendors) to coordinate room reservations, space assignments, and related budgetary information.
- Compiles, organizes, and distributes program materials, correspondence, and informational resources.
Perform other duties as assigned.