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

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

Responsibilities

• Procurement/Travel & Reimbursements:
  • Delegate in Emburse/Chrome River to prepare expense reports for all faculty, staff, and graduate students requiring reimbursement for purchases & travel.
  • Process Temp-vendor and vendor payments in Chrome River Invoice system.
  • Process 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.).
  • Maintain a p-card and t-card for departmental procurement duties, reconciling transactions in Emburse/Chrome River.
  • Assist with receiving duties, marking incoming shipments as received in the procurement portal application.
  • Scan and upload packing slip documentation to the portal.
  • Update departmental spreadsheets which track professional development funding and support.
  • Ensure appropriate backup documentation is provided for all transactions and copies are maintained according to departmental procedures as dictated by UAFR/OBFS/RIMS policies.
• Copy Room:
  • Monitor the department copy request email inbox, responding to requests in a timely manner, prioritizing fulfillment based on need and deadlines.
  • Operate copy machines, ensuring they are stocked with paper, staples, and toner.
  • Train and assist faculty, staff, and students in the proper use of the equipment.
  • Clear jams and troubleshoot operational issues as they arise.
  • Assign copy codes to faculty/labs/instructors.
  • Submit repair and maintenance requests for machines as needed to contracted vendors and order supplies.
• Key Distribution/Inventory:
  • Serve as primary contact for keys for the Department of Psychology.
  • Update department inventory records as keys are requested, assigned, and returned.
  • Monitor the department email address for key requests/inquiries/issues, responding to faculty, staff, and students in a timely manner.
  • Collect key fees and process cash deposits and end-of-day credit card terminal reports/batching.
  • Submit work orders as needed to Locksmith Shop at F&S for rekeying doors and ordering new keys to replenish inventory.
  • Request or revoke swipe access authorization when faculty, staff, and graduate student employees begin or end appointments.
  • Ensure swipe access is necessary and approved by appropriate department contacts before access is granted.
  • Perform annual audit of swipe access to ensure only appropriate personnel have access to the building.
• Supply Room:
  • Monitor department supply room, maintaining regularly stocked office supplies for general departmental use.
  • Provide access to faculty, staff, and students as needed.
  • Place restocking orders as necessary.
• Property Accounting:
  • Assist department property manager as needed, including physical inventory counts and communicating with equipment custodians regarding renewal of annual loan forms.

Requirements

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the following:
  • College coursework in any curriculum (30 semester hours = 1 year / 12 months; 60 semester hours / Associate’s Degree = 18 months; 90 semester hours = 2 years / 24 months; 120 semester hours / Bachelor’s Degree = 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.

Skills

• Ability to communicate effectively with others.
• Professional interaction 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.
• Effective multi-tasking and organizational skills.
• Strong 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.
• Proficiency in Microsoft Office Suite, including Word and Excel.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month service basis. The expected start date is as soon as possible after the deadline date. Hybrid work options may be available 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.

Pay

The wage for this position is $42,872.70, as determined by the collective bargaining agreement.

Benefits

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