Office Support Assistant - College of Engineering

at  University of Illinois

OFFICE SUPPORT ASSISTANT - COLLEGE OF ENGINEERING

Hiring Department: Dean’s Office/Admin
Location: Chicago, IL USA
Requisition ID: 1026275
Posting Close Date: July 12, 2024

DESCRIPTION:

Incumbent in this position is involved in performing duties for the daily operations for Associate Dean of the college of engineering graduate and inclusive excellence programs, initiatives and events that involve purchasing, processing of reimbursements, transaction reconciling, and managing awards for graduate students. The position also involves coordinating seminars, workshops and events for students, faculty and staff.

MINIMUM QUALIFICATIONS REQUIRED:

1. High school diploma or equivalent.
2. Any one or combination totaling six (6) months from the categories below:

A. College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:

• 15 semester hours equals six (6) months

B. Work experience performing office/clerical activities, including use of computer systems
To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.
The university provides accommodations to applicants and employees. Request an Accommodation

• Assist with documentation and administrative support for the International and online programs under the Associate Dean of Graduate Studies and Inclusive Excellence
• Process order requests for the graduate and inclusive excellence programs for the college of engineering via i-Buy system, over the phone and online. Serve as liaison with the Purchasing Department. Answer vendor, faculty, staff and students’ inquiries regarding order status and university purchasing policies and procedures.
• Manage business office transactions, including Purchasing Card and Travel Card transactions, reconciling, processing reimbursements and payments to vendors and students via the Chrome River system. Serve as liaison with university Payables and Corporate Card Office.
• Coordinate travel arrangements for the AD as well as faculty, staff, students, and departmental visitors that under the ADs efforts.
• Make arrangements for college seminars, as well as special meetings and conferences, including preparing fliers, itineraries, and setting up refreshments.
• Create, update, revise and retrieve files and records, which may include confidential materials. Generate departmental forms, labels, codes and miscellaneous vouchers to facilitate college functions and modify existing files to better implement office guidelines and procedures.
• Perform other related duties and participate in special projects as assigned.