Office Support Associate - Office of the Vice Chancellor for Finance and Administration

University of Illinois Urbana-Champaign•Urbana, IL

8d•Onsite

About The Position

Processes facility requests for approximately 325 general university classrooms, lecture halls, and select outdoor spaces for activities other than credit classes. This role involves managing space requests through an online reservation system, identifying special needs, recognizing risk factors, and communicating outcomes to various campus units. The position also includes primary intake duties, referring inquiries, creating custom reports, processing building hour changes, and assisting with reservations for specific facilities. A key aspect is updating the scheduling database with classroom and outdoor information.

Requirements

High school diploma or equivalent.
Any one or combination totaling eighteen (18) months from the categories below: 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) Work experience performing office/clerical activities, including the use of computer systems.
Excellent attention to detail with the ability to juggle multiple tasks concurrently while remaining calm and pleasant.
Ability to interact effectively and congenially, both in person and on the telephone, with a diverse group of people including faculty, administrative staff, students and the general public.
Good keyboarding skills and a working knowledge of general office procedures and office equipment.
Knowledge of computers and an understanding of computer processes and output.
Ability to become quickly familiar with the physical layout of the campus and its buildings, classrooms, and lecture rooms.
Ability to develop a general knowledge of the 325 general purpose classrooms (capacity, physical layout of rooms, location in building, etc.) and reservable outdoor spaces.
Ability to quickly learn the facility preferences and needs of the teaching departments and student activity programs.
Ability to develop a good knowledge of existing facilities policies and how they apply when fielding requests or questions regarding use of space.

Responsibilities

Processes space requests for select classroom and outdoor facilities in accordance with departmental and campus policies related to facility use via an online reservation system (Ad Astra).
Identifies special needs and directs applicant to appropriate resources (i.e. special equipment, seating type, stages, etc.).
Recognizes risk factors and presents to supervisor if needed.
Finalizes and records reservations.
Communicates outcome of request with applicants and various other campus units including Facilities and Services, Student Engagement, Risk Management, the Division of Public Safety and other units as applicable including the appropriate policy references and additional guidelines.
Performs primary intake duties providing information such as reservation policies and procedures.
Refers calls and emails to the appropriate sources for event information.
Creates custom room availability reports for units such as Facilities and Services and Technology Services.
Processes building hour change requests.
Assists the Foellinger Auditorium and Campus Instructional Facility managers with reservations for space.
Updates classroom and outdoor information in the scheduling database, Ad Astra.