Office Support Specialist - Department of Speech & Hearing Science

University of Illinois Urbana-Champaign•Urbana, IL

4d•Onsite

About The Position

This is a 100% full-time Civil Service 3243 - Office Support Specialist position within the Department of Speech & Hearing Science at the University of Illinois Urbana-Champaign. The role acts as primary support for undergraduate programs and performs various administrative duties essential for the daily operations of the department. The University of Illinois Urbana-Champaign is a leading research institution committed to staff well-being, growth, and financial security, offering a competitive benefits package.

Requirements

High school diploma or equivalent.
Two (2) years (24 months) of college coursework in any curriculum OR 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.
Effective interpersonal communication and ability to interact with faculty, staff, students, and other people on a day-to-day basis.
Proficiency with standard Microsoft Office software.
Knowledge of University business applications including Emburse, Clinic EMR systems and iBuy.
Ability and willingness to seek out information and training necessary to fulfill duties and responsibilities, including those resources outside of the University.
Ability to maintain privacy and confidentiality of patient/human subjects and other sensitive office information.

Responsibilities

Act as primary support for undergraduate programs and perform a variety of administrative duties related to the daily operation of the Department of Speech and Hearing Science.
Provide staff support for the Director of Undergraduate Studies (DUGS) and Academic Advisor.
Assist in scheduling appointments for continuing undergraduate students.
Support DUGS and Advisor with undergraduate recruiting and retention events.
Liaise with AHS Undergraduate Recruiter in support of DUGS and Advisor.
Assist DUGS in matching undergraduate students to faculty mentors and facilitating relevant communication.
Monitor the SHS Undergraduate email inbox and maintain the undergraduate CANVAS page.
Support online, revenue-generating courses and certificate programs.
Assist Graduate Secretary with maintaining documentation for the accreditation of the Speech-Language Pathology Graduate Program.
Maintain evidence library and CALIPSO documentation as directed by committee chairs.
Coordinate with faculty and adjunct faculty to order course textbooks and collect syllabi submissions.
Field requests/inquiries into the ASL Program and manage the ASL waitlist.
Assist Graduate Secretary with coordination of the course schedule.
Serve as receptionist for the departmental office, handling telephone inquiries, greeting visitors, monitoring emails, and relaying messages.
Review and respond to routine incoming mail, and distribute the remainder to appropriate personnel.
Maintain departmental calendars; oversee parking and room reservation process for department facilities.
Manage requests for facility keys.
Assist Administrative Aide (Facilities Manager) with facilities work orders and other facility-related tasks.
Coordinate office supply ordering.
File student records and other departmental documents.
Assist Administrative Aide and Graduate Secretary with coordination of departmental events.
Create, update, revise, and retrieve files and records, maintaining adequate and accurate information, including confidential materials.
Serve as liaison for travel regulations for SHS faculty, clinical faculty, and staff.
Process reimbursements and forms for payment via Emburse, ensuring completion and approval.
Provide Emburse proxy support for faculty, clinical faculty, staff, and students.
Arrange travel for faculty, clinical faculty, students, and guests using the t-card and/or iTravel system.
Assist Administrative Aide with departmental and clinic inventory processes in collaboration with the AHS Business Office.
Perform other duties as assigned and appropriate.