Extra Help - Office Support Assistant - College of Medicine - Office of the Dean

University of Illinois Chicago•Chicago, IL

6d•Onsite

About The Position

The Extra Help Office Support Assistant serves as the first point of contact for visitors, faculty, staff, students, and external constituents within the College of Medicine Dean's Office. This position provides front desk reception, clerical, and administrative support to ensure efficient day-to-day office operations. The incumbent performs a variety of routine office support functions, including customer service, scheduling, data entry, and assistance with meetings and special projects. The position requires strong interpersonal skills, attention to detail, and the ability to work effectively in a fast paced academic environment supporting the mission of education, research, clinical care, and administration within the College of Medicine.

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

Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
Ability to understand written sentences and paragraphs in work related documents.
Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Ability to apply general rules to specific problems to produce answers that make sense.
Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
Ability to choose the right mathematical methods or formulas to solve a problem.

Responsibilities

Serve as the primary receptionist for the Dean’s Office.
Greet and assist visitors, faculty, staff, students, and guests in a professional and courteous manner.
Answer, screen, and route incoming telephone calls and inquiries.
Provide information regarding office procedures and direct individuals to appropriate contacts or resources.
Receive and distribute mail, packages, and deliveries.
Perform routine clerical duties including filing, scanning, copying, and data entry.
Prepare, format, and distribute correspondence, reports, forms, and other documents.
Monitor and order office supplies and maintain inventory levels.
Coordinate conference room reservations and meeting logistics.
Assist with scheduling appointments and maintaining calendars as assigned.
Prepare meeting materials and assist with setup for meetings and events.
Coordinate catering, visitor parking, and other logistical arrangements as needed.
Retrieve and organize records and documents upon request.
Ensure confidentiality and security of sensitive information.
Assist with special projects and departmental initiatives.
Support onboarding and administrative processes for faculty and staff as assigned.
Maintain orderly and professional front office operations.
Perform other related duties as assigned.