Office Support Specialist, Undergraduate Studies - Department of Mathematics

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

45d

About The Position

Serving as contact and providing administrative support to the Math Undergraduate Office.

Requirements

• Per SUCSS Class Specification High school diploma or equivalent. Any one or combination totaling two (2) years (24 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) 90 semester hours equals two (2) years (24 months) Bachelor's Degree (120 semester hours) equals three (3) years (36 months) Work experience performing office/clerical activities, including the use of computer systems. One (1) year (12 months) of work experience comparable to the second level of this series.

Nice To Haves

• One year of experience in a related role.
• Awareness of, and sensitivity to, cultural and linguistic differences.
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
• Ability to effectively multi-task.
• Ability to obtain working knowledge of FERPA, and of LAS and Mathematics undergraduate policies and procedures.

Responsibilities

• Serve as point of contact for the Undergraduate Office.
• Answer inquiries, requests and resolve issues received in-person, phone, or e-mail.
• Understand when to consult and/or involve an academic advisor or Director of Undergraduate Studies.
• Responsible for determining the appropriate contact in the Undergraduate Studies office and ensure accurate documentation is taken to forward to contact for resolution.
• Serve as resource person for departmental faculty and staff regarding Math Undergraduate policies and procedures, directing inquiries to other department personnel as appropriate.
• Assist Administrative Aide with departmental convocation ceremony.
• Assist with coordinating and executing the faculty cap and gown rental, distribution and return process.
• Assist with the Convocation registration process for Math students, as well as ticket allocation and seating arrangements.
• Ensure all ceremony participates are made aware of day-of logistics.
• Assist with design, copy editing and production of Convocation programs.
• Assist advisors and other Undergraduate Office members on administrative and organizational tasks.
• Provide administrative support in scheduling and calendar maintenance for the Director of Undergraduate Studies. When requested, prepare necessary materials or documents for Director's meetings.
• Upon the request of advisors/directors send e-mails to listservs of department's undergraduate majors.
• Receive, review and process completed course request forms.
• Distribute appropriate forms and instruction sheets.
• Maintain materials and inventory for Undergraduate Studies Office.
• Upon the direction of advisors/directors update Undergraduate advising sheets, form, distribution materials and folders to ensure accurate information is provided.
• Maintain and update digital signage and in-office information to ensure proper information is displayed.
• Maintain inventory and organization of supplies for the Undergraduate Office, submitting supply orders as necessary to the Math Business Office.
• Other duties as assigned

Benefits

• The University of Illinois offers a very competitive benefits portfolio, depending on the position.

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