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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12369784 Office Support Associate - Housing Administration

UNIVERSITY HOUSING

University Housing is an essential element of the Illinois experience. We create communities that transform student lives. We are looking for an individual who has great attention to detail, good judgement and initiative to join our Housing Administration Team!

Job Summary

The Office Support Associate, under the direction and guidance of the Administrative Assistant, will perform a wide variety of office support tasks requiring good judgement, initiative and the ability to operate standard computer systems and office equipment. The Office Support Associate will assist other University Housing units with special projects, events and programs. All University Housing staff will engage and contribute to a culture of diversity, equity, and inclusion within University Housing.

Duties & Responsibilities

Reception and Clerical Responsibilities

• Maintain confidential information received in strict confidence and exercise a reasonable degree of care to prevent disclosure to others
• Screen calls and visitors; prioritize and escalate internal and external communications - respond to routine inquiries, requests and minor problems.
• Manage the University Housing Administration email box and coordinate responses (i.e., read, assign for response, follow-up for completion).
• Maintain displays, room usage and digital signage.
• Create room reservations.
• Review incoming mail and packages (retrieve, sort, read, distribute), and prepare outgoing mail.
• Assists with creation and review of general correspondence.
• Assist with calendar-related items (create, update, cancel).
• Assist with meetings, conferences/events and travel arrangements.

Document & File Management Responsibilities

• Prepare, research, proof, save and archive printed and digital communications and information for unit operations.
• Assist in the maintenance of comprehensive files and record systems.

Department-Wide Operational/Coordination Responsibilities

• Provide assistance to all University Housing units for special projects, events and programs.
• Assist with the management of the University Housing vans (i.e., respond to general inquiries, assist with check-in/check-out process, submit maintenance requests).
• Coordinate University Housing jacket and t-shirt distribution for new staff (i.e., respond to requests, track inventory).
• Assist with the University Housing Driver Approval process (track, save, follow-up).
• Assists with the maintenance of departmental organizational charts (solicit updates, update documents, submit for posting to University Housing intranet).
• Serves as back-up for the University Housing Courier.

Purchasing Responsibilities

• Track, order and receive office supplies using purchasing systems (i.e., iBuy, P-Card, T-Card, Chrome River).
• Act as a delegate for Administrative Assistant and Administrative Aide for P-Card and T-Card transactions in Chrome River.

Performs duties listed in lower level of this classification series and other duties as assigned.

Additional Physical Demands

This position is mostly sedentary with occasional light lifting.

The work is performed in an office setting with high visibility and constant interruptions.

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) months from the categories below:
   1. 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)
   2. Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills and Abilities

• Ability to work in an environment with a diverse student/staff population.
• Knowledge of principles and processes for providing excellent customer service.
• Effective communication skills.
• Knowledge of the rules of composition and grammar.
• Knowledge of routine administrative and clerical procedures, systems and terminology related to word processing, managing files/records and other general office procedures.
• Knowledge of computers and computer systems (including hardware/software) to enter data or process information (i.e., Microsoft Office Suite, EMS, Kronos, Chrome River).
• Ability to work independently and pursue innovative ideas and solutions.

Appointment Information

This is a 100% full-time Civil Service 0846 - Office Support Associate position, appointed on a 12-mont