Office Support Associate - Family & Graduate Housing, University Housing
About The Position
University Housing provides an essential element of the Illinois experience, with hundreds of employees across seven units working together to build and maintain safe, healthy and welcoming homes for our residents. We value the many diverse voices, opinions, experiences and identities of the Illinois community, and our commitment to diversity, equity and inclusion is woven into each of our interactions, programs and decisions. The Family & Graduate Housing team manages the housing units and leasing process for the students, visiting scholars and their families living in our apartment complexes and graduate-upper division residence halls. We offer a wide range of programming and support for all of our students and families. This includes providing services for our international community, operating a preschool on-site, hosting events for all residents and much more. Job Summary Provide office and program support to Family & Graduate Housing. All University Housing staff will engage and contribute to a culture of diversity, equity, and inclusion within University Housing.
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.
- Extensive knowledge of office support and general office practice and procedures.
- Extensive knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting.
- Ability to keyboard accurately.
- Communication skills.
Responsibilities
- Screen calls and visitors for the department.
- Update calendar of programming or building reservations for the Family & Graduate Housing communities.
- Monitors, collects and provides information and distribution of materials for apartment residents through the public website, social media, or residential staff.
- Schedules meetings, interviews, and events as needed.
- Keyboards confidential material, meeting agendas, and reviews articles submitted to the apartment communities' monthly newsletters.
- Provides administrative support for focused programs including advertising, ticket sales, and supply requisitioning.
- Maintains records of unit fiscal transactions and reconcile purchasing.
- Maintains a purchasing card, department card and travel card. Uses P-Card web solutions and financial reconciliation system to assist staff with purchasing card, travel card and department card review and approvals.
- Prepares documents for financial transaction in compliance with university and department rules.
- Transcribes and/or records meeting minutes and other material and distributes information to appropriate staff members.
- Creates agendas, attends meetings, transcribes and distributes meeting minutes and agendas to participants.
- Review and provide updated information for the website.
- Maintains excellent public relations with students, dependents of leaseholders, parents, and university employees by representing the university.
- Provides customer service and assists prospective customers, residents, and staff regarding housing option, lease application process, and check in for new residents.
- Receives calls from the main office phoneline and respond to routine inquiries, requests, or problems.
- Prepares leasing documents related to check in and maintain effective filing system to ensure accurate record keeping.
- Provides frontline customer service and resident communication in the Family & Graduate Housing office at Orchard Downs provide through email, phone and in person contact, includes answering general email account for apartments.
- Composes correspondence with prospective and current residents using database tracking messages and appropriate documentation.
- Other duties as assigned.
Benefits
- This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Educational Services
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
