"Office Support Associate - Engineering Administration"

Office Support Associate - Engineering Administration

Company: University of Illinois at Urbana-Champaign

Job Location: Urbana, 61820

Category: Business and Financial Services

Type: Full-Time

Office Support Associate Office of Undergraduate Programs The Grainger College of Engineering University of Illinois Urbana-Champaign

The Office of Undergraduate Programs (UPO) in The Grainger College of Engineering seeks applicants for two Office Support Associate positions. These positions are responsible for providing clerical and administrative support to facilitate operational and administrative needs for specific UPO programs.

Duties and Responsibilities:

• Customer Service Responsibilities Communication and Reception Duties
  • Greet and direct visitors, answer phones and routine questions, and relay calls; initiate outreach to obtain or provide information as needed.
  • Respond to process complaints received.
  • Composes internal and external correspondence at the direction of leadership; assists with the development of forms or other content as needed.
  • Monitor group email account(s) and/or email account of designated principal, forwarding messages or replying as appropriate. Schedule appointments as needed.
  • Serve as departmental primary or secondary contact for internal and external contacts.
• General Administrative Duties
  • Handles scheduling of meetings and appointments, and reservations of rooms, parking spaces, and related equipment.
  • Maintains office area including signage, bulletin boards, electronic message boards, opening and closing doors, stocking flyers or forms, or similar tasks.
  • Collects, compiles, and organizes routine information on behalf of the unit.
  • Creates agendas, attends meetings, and takes meeting minutes as requested.
  • Manage incoming and outgoing mail for the department, including distributing incoming mail, updating mailboxes, and shipping parcels as needed.
  • Monitor designated departmental supplies and place resupply orders.
  • Utilize office equipment for copying, faxing, and similar functions for departmental needs.
  • Maintain office equipment and submit requests for maintenance or repair as needed.
  • Arrange conference registrations and memberships upon request.
  • Manage reservations for designated rooms.
  • Oversees processes or projects as assigned.
  • Enters confidential information into databases and systems, assists with file maintenance, and adheres to record retention schedules.
  • Assist with social media and website maintenance.
• Events, Travel, and Purchasing
  • Purchase items upon request, using designated systems and channels for obtaining approvals and funding sources.
  • Monitor designated departmental supplies and place resupply orders.
  • Assist with arranging travel while following all applicable travel policies
  • Complete reconciliation of purchases
  • Assist with coordination of events, including space, lodging, meals, reimbursements, refreshments, promotional materials and other related needs.
  • Assist with coordination of special events and projects as needed.
• Other Responsibilities
  • Assist with coordination of interdepartmental efforts, such as submission of building maintenance requests.
  • Manage key access, inventory, and assignments to conference rooms and classrooms.
  • Serve as a backup for office functions of other staff members.
  • Perform other duties as assigned in support of departmental operations.

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 communicate effectively with others
• Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents
• Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.
• 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
• Ability to maintain confidentiality in all business matters.
• Working knowledge of grammar, spelling and punctuation.
• Ability to obtain working knowledge of University forms.
• Ability to acquire knowledge of activities and programs carried out in UPO programs.
• Ability to acquire knowledge of University and College requirements, procedures, rules and regulations

APPOINTMENT INFORMATION

These are full-time Civil Service Office Support Associate positions appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. These are bargained positions and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Support Associate classification is $39,159.90 ($20.082/hour). These positions will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy. Sponsorship for work authorization is not available for these positions.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on 10/14/25. Apply for these positions using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. In order to be considered as a transfer candidate, you must apply for these positions. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the positions, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about the specific positions, please contact Anisa Abalos-Ramirez at aabalos@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.