Office Support Specialist - Department of Psychology (College of LAS)

University of Illinois Urbana-Champaign•Urbana, IL

1d•$42,873•Hybrid

About The Position

Supports the faculty, staff, and students of Psychology by providing procurement services, arranging travel, processing reimbursements, distributing keys, and fulfilling copy orders.

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: - 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.
Ability to communicate effectively with others
Ability to professionally interact with a wide variety of 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

Delegate in Emburse/Chrome River to prepare expense reports for all faculty, staff, and graduate students requiring reimbursement for purchases & travel.
Processes Temp-vendor and vendor payments in Chrome River Invoice system.
Processes purchases submitted to the department procurement portal application for faculty, staff and students using the appropriate procurement mechanism (purchase order, p-card, t-card, CFOP via campus stores/providers, etc.).
Maintains a p-card and t-card for departmental procurement duties, reconciling transactions in Emburse/Chrome River.
Assists with receiving duties, marking incoming shipments as received in the procurement portal application.
Scans and uploads packing slip documentation to the portal.
Updates departmental spreadsheets which track professional development funding and support.
Ensures that appropriate backup documentation is provided for all transactions and that copies are maintained in the department according to departmental procedures as dictated by UAFR/OBFS/RIMS policies.
Monitors the department copy request email inbox, responding to requests in a timely manner, using judgement to prioritize the fulfillment of copy jobs in order of greatest need, imminent deadlines, etc.
Operates copy machines, ensures machines are stocked with paper, staples, and toner.
Trains and assists faculty, staff, and students in the proper use of the equipment.
Clears jams and otherwise troubleshoots operational issues as they arise.
Assigns copy codes to faculty/labs/instructors.
Submits repair and maintenance requests for machines as needed to contracted vendors and orders supplies for the machines as needed.
Primary contact for keys for the Department of Psychology.
Updates the department inventory records as keys are requested, assigned, and returned.
Monitors the department email address for key requests/inquiries/issues, responding to faculty, staff and students in a timely manner and providing instruction/guidance as needed.
Collects key fees and processes cash deposits and end of day credit card terminal reports/batching.
Submits workorders as needed to Locksmith Shop at F&S for rekeying of doors and ordering new keys to replenish inventory.
Requests or revokes swipe access authorization/revocation when faculty, staff, and graduate student employees begin or end appointments.
Ensures swipe access is necessary and approved by the appropriate department contacts before access is granted.
Performs annual audit of swipe access to ensure only appropriate personnel have access to the building.
Monitors department supply room, maintaining regularly stocked/provided office supplies for general departmental use.
Provides access to faculty, staff, and students as needed.
Places restocking orders as necessary.
Assists department property manager as needed.
May assist in physical inventory counts, communicating with equipment custodians regarding renewal of annual loan forms, etc.