Office Support Specialist - Department of Statistics - College of LAS

University of Illinois Urbana-Champaign•Urbana, IL

6d•Hybrid

About The Position

The Department of Statistics is searching for an Office Support Specialist to assist with the financial and administrative activities of the department and to provide support for departmental operations.

Requirements

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: i. 30 semester hours equals one (1) year (12 months) ii. Associate’s Degree (60 semester hours) equals eighteen months (18 months) iii. 90 semester hours equals two (2) years (24 months) iv. 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.
Ability to communicate effectively with others
Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents
Commitment to creating an inclusive environment.
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
Attention to detail
Ability to exercise initiative, confidentiality, discretion, and sound judgment in all business matters.
Working knowledge of grammar, spelling and punctuation.
Ability to use Microsoft Office Suite, including Word and Excel.

Responsibilities

Primary contact for department purchases and travel reimbursements. Prepare and process various university business documents and travel reimbursements for allowable expenditures incurred by faculty, staff and students in the department and by non-employee visitors to the department.
Review and analyze forms and documents to determine adequacy and acceptability of information provided.
Communicate directly with faculty, staff, student and visitors to obtain information, answer questions, and address issues from initial request through successful completion of transactions
Process vendor payments/invoices, miscellaneous expense reimbursements, student payments, scholarships, awards, honorarium, cash/program advances, vendor payments, non-employee payments and foreign national payments. Processes payments in accordance with University policy. Reviews and completes payments with accuracy and in a timely manner.
Assists with purchasing qualified travel expenses (airfare, hotel, train, etc.), business meals and catering for faculty, staff, students, and Departmental guests using the Travel Card (T-Card) as a departmental cardholder or iTravel as a travel arranger. Performs all required functions in Chrome River.
Assist Events Coordinator with visitor itinerary, forward schedule to stakeholders in a timely fashion.
Review departmental pre-approvals based on University allowability; track and coordinate appropriate back up documents based off the pre-approval (conference programs with proof of presentations, comparable flights, etc.)
Reconcile Pcard & Tcard transactions for business office.
Coordinate departmental office supply needs; submit requisitions thru iBuy, Amazon Business, P-card and/or T-card; making sure to follow all university rules and regulations on purchasing.
Work with administrative staff to track departmental equipment needs (computer, laptops, etc.); purchasing departmental equipment, working with the Facilities Coordinator to get the equipment added to the department’s inventory.
Assist event staff with processing event purchasing needs (room reservations, catering, a/v, etc.). Coordinate with vendor for event are in the system and that all paperwork is submitted in a timely manner and payment is processed.
Assist Marketing Office with the purchase of departmental swag items for both the undergraduate office, corporate relations and events.
Assist with processing check deposits, journal voucher and credit card payments received on behalf of the unit, including Illinois Statistics Office payments, Career Forum payments, reimbursements, sponsorships, overpayments, etc.
Assist with monthly reconciliation process by downloading monthly reports, organize reports, obtaining back up for reconciliation process.
Print monthly F&S vouchers and Illini Union Voucher for monthly reports.
Keep abreast of changing policies and procedures for travel, reimbursements & purchasing (from OBFS, SPA, etc.)
Acts as the main point of contact for the business office; determine needs and personally handle routine inquiries, request and problems and directs persons to appropriate personnel.
Maintains department faculty email lists.
Purchasing authority up to $9,999 with P-card, T-card or thru I-Buy & Banner
Backup business office staff when needed.
Other duties assigned to further the mission of the unit.