Office Support Associate- School of Integrative Biology

Duties & Responsibilities

School of Integrative Biology Administration

• First point of contact for the SIB administrative office by answering phones, greeting visitors, answering and managing SIB school email account, and providing information to faculty, staff, students and visitors.
• Maintains administrative office by reviewing incoming US and campus mail, responding to general inquiries, and distributing to appropriate faculty, staff and students; monitoring and updating SIB mailboxes; assisting with secure organization and archival of confidential documents; and keeping displays and bulletin boards up to date.
• Provide faculty support by photocopying class exams and materials.
• Responsible for tracking, ordering, receiving, and distributing office supplies.
• As needed, assist departmental and school staff with duties including Promotion and Tenure documents, third year reviews, faculty candidate searches, graduate student recruiting and progress monitoring, calendaring for School resources including conference rooms, travel arrangements and reimbursements, and school events including Fall Kick-off, Awards and Convocation.

School of Integrative Biology Business Affairs

• Travel Coordination: Guides travelers in the planning for travel and requesting appropriate approvals. After travel is approved, works with travelers to answer questions and book approved travel costs. Assists traveler in preparation of expense report for any additional funds due to traveler. Follows expense report through processing steps and consults with traveler for any additional information needed.
• Employee Reimbursements: Assists employees with reimbursement requests for items purchased with personal funds. Prepares expense reports in appropriate system and guides employee on submission of expense report. Follows expense report through processing steps and consults with employee for any additional information needed.
• Records Management: Assists in recording and maintaining electronic records for self-supporting activities. Maintains physical records related to financial transactions. Organizes physical records according to departmental practices.

General School of Integrative Biology

• Other duties assigned to further the mission of the unit.
• Serve on committees and attend meetings as a delegate as requested.

Required Qualifications

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) 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)
  • Work experience performing office/clerical activities, including the use of computer systems.

Successful candidates will have:

• 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 easily and quickly pivot from one task to another and stay organized.
• Effective time management skills.
• Ability to maintain confidentiality in all business matters.
• Working knowledge of grammar, spelling and punctuation.
• Ability to acquire knowledge of University and College requirements, procedures, rules and regulations as they relate to business functions.

Appointment Information

This is a 100% full-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. The collective bargaining agreement sets a wage of $39,160. The pay offered to the selected candidate will be determined based on factors including (but not limited to) the experience and qualifications of the selected candidate including equivalent years in rank, training, and field or discipline, internal equity, and external market pay for comparable jobs.

Hybrid work options may be available for this position after an initial on-site training period, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy.

Sponsorship for work authorization is not available for this position.

Benefits

• Health, Dental, Vision, Life Insurance
• Retirement Plan
• Paid time Off
• Tuition waivers for employees and dependents