Office Support Associate - Psychology

University of Illinois Urbana-Champaign, IL - Urbana, IL

Full-time

Urbana, IL

Educational Services

About the position

The function of this position is to act as a receptionist to the department's Graduate Studies Office and perform duties to support graduate admissions and graduate study in the Department of Psychology.

Responsibilities

• Assist the Program Coordinator in preparing graduate assistantships and hourly appointments. Maintain computer and paper files of information. Assist in the production and distribution of assistantship offer letters and entering appointments in the HRFE system.
• Update graduate application files with supplemental materials by saving or scanning and attaching them to electronic application files. Track admission status and assist MSPS Director with scheduling interviews. Notify applicants of action taken by the admissions committee (i.e. admitted, on hold, denied, etc.). Forward admitted students' materials to Graduate College admission for processing. Process all referrals for admission, denial, cancellation, etc. through SLATE application system.
• Acts as a receptionist for the Graduate Studies Office. Answer telephone and e-mail inquiries and greet office visitors. Provide general information and/or direct to the appropriate office, or take messages.
• Provide routine information to current graduate students, departmental administrators, faculty, and staff relative to departmental and Graduate College requirements, graduate student records, curricula, rules, and regulations, including calendar deadlines, petition circulation routes, etc.
• Maintain files for all current and former students in the Psychology graduate program. Some items may be highly confidential.
• Respond to basic inquiries from prospective students relative to university and departmental admission requirements. Assemble and distribute graduate information packets. Edit and update recruiting materials based on information supplied by the Program Coordinator.
• Provide clerical support for the Program Coordinator, Associate Head for Graduate Studies, and MSPS Director. These duties include, but are not limited to: general typing duties, letters, memos, forms, and duplication duties as assigned. Some materials contain confidential or sensitive information.
• Opens, reviews, sorts, and refers all mail addressed to the Graduate Studies Office. Responses that require interpretation of policies and procedures relative to admission and graduate study are routed to the Program Coordinator.
• Assist the Program Coordinator, Associate Head for Graduate Studies, and MSPS Director with the create, revision, and distribution of several department/program surveys. Analyzing and preparing reports on responses.
• Assist the Program Coordinator in the management of the department proctor pool by forwarding solicitation e-mails and distributing and receiving timesheets.
• Assist in the planning and setup of departmental events in relationship to graduate studies(e.g., new student orientation, community building events, workshops, etc.). Responsible for other duties as assigned within the set classification specifications.

Requirements

• High school diploma or equivalent.
• 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.

Nice-to-haves

• Ability to communicate effectively with others.
• Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents.
• Awareness of, and sensitivity to, cultural and linguistic differences.
• Commitment to diversity and inclusion.
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
• Ability to effectively multi-task and stay organized.
• Effective time management skills.
• Ability to maintain confidentiality in all business matters.
• Working knowledge of grammar, spelling, and punctuation.
• Ability to acquire knowledge of activities and programs carried out in the Department of Psychology.
• Ability to acquire knowledge of University and College requirements, procedures, rules, and regulations.

Benefits

• Competitive salary based on market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.