Office Support Assistant - Enrollment Management

University of Illinois Chicago•Chicago, IL

5d•Onsite

About The Position

The Office Support Assistant supports the daily operations of the office of the Vice Provost for Enrollment Management (VPEM) by performing key operational and administrative tasks. This position processes and tracks service requests across campus systems, ensuring accurate routing and timely follow-up in accordance with established procedures. The Office Support Assistant supports communication and workflow between VPEM units and campus service providers, including the Chancellor/Provost Business Services Center (BSC), by submitting routine requests and escalating issues as needed. This role contributes to the efficient operation of the office through coordination of administrative processes, vendor documentation follow-up, and general office support functions.

Requirements

High school diploma or equivalent.
Any one or combination totaling six (6) months from the categories below: College coursework in any curriculum as measured by the following conversion table or its proportional equivalent: 15 semester hours equals six (6) months
Work experience performing office/clerical activities, including use of computer systems.

Nice To Haves

Administrative or operational support experience in a professional or organizational setting.
Ability to manage multiple concurrent tasks with accuracy and follow-through.
Strong communication skills with the ability to respond to routine inquiries and route or escalate appropriately.
Ability to work independently within established procedures and manage routine tasks with minimal direction.

Responsibilities

Serve as the primary intake point for operational requests from VPEM staff.
Determine appropriate system routing for requests (e.g., BSC, FMWeb, Emburse) based on established procedures and escalate requests requiring approval or non-routine review to supervisor.
Submit routine requests through established systems and work with requestors to resolve basic issues related to completeness or documentation.
Monitor active requests, follow up with service units as needed, and track through completion.
Coordinate facilities maintenance, building access, and workspace logistics for VPEM units.
Submit and manage service requests and follow up with facilities staff and service providers to resolve routine issues and ensure completion of work orders.
Coordinate moves and key issuance, resolving standard issues as they arise.
Serve as area evacuation contact and support implementation of established emergency procedures.
Coordinate daily office operations including service requests and inventory management for shared materials and supplies.
Maintain and oversee storage areas for promotional and event materials, ensuring organization and accessibility.
Resolve routine operational issues related to office logistics and coordinate with service providers as needed to ensure continuity of operations.
Provide occasional backup support for mail distribution during staff absence or peak operational needs.
Provide basic scheduling and logistical support for the Vice Provost by responding to requests for availability, completing scheduling polls (e.g., Doodle), and coordinating meeting times based on established priorities.
Arrange travel reservations for the Vice Provost, including airfare, lodging, and transportation, based on provided travel details and in accordance with university policies.
Under supervision, process routine purchasing and reimbursement transactions for VPEM staff and monitor through completion.
Escalate non-routine, incomplete, or approval-sensitive matters to supervisor as needed.
Support the handling of inquiries from students, faculty, staff, and external stakeholders by responding to routine questions as appropriate and routing inquiries to the correct unit or individual based on established guidance.
Escalate complex, sensitive, or policy-related matters to appropriate leadership as needed.
Maintain discretion when handling confidential information.
Perform other related duties and participate in special projects as assigned.