Office Support Specialist - Engineering Administration at University of Illinois

Posted in Other 14 days ago.

Location: Urbana, Illinois

Job Description:

Office Support Specialist - Engineering Administration

Grainger College of Engineering - Undergraduate Programs Office

Job Summary

This position provides support for daily operations and assistance with planning, organizing, and implementing undergraduate admissions and recruitment efforts for First Year and Transfer Programs, including the Grainger Engineering Pathways Programs.

Duties & Responsibilities

Clerical Administrative Operations: Provide clerical support for the daily operation of the Grainger Engineering Undergraduate Admissions & Recruitment (GEUAR) office.

  • Assist with the Grainger Engineering Pathways application process, including tracking completed applications, follow up on incomplete applications, and scanning and uploading transcripts and other documents.

    • Handle confidential information. Update and maintain forms, rosters, and student records. Under direction, send written notifications to program participants.

    • Send follow-up communications to prospective students who submit application forms. Update rosters weekly; ensure accessibility of rosters for college partners.

  • Greet and screen on-site students, visitors, and staff inquiries and walk-ins. Answer phone calls and voicemail including serving as back-up staff for other units in Undergraduate Programs Office (UPO) as needed.

  • Cross-train on basic tasks for other clerical support staff in various UPO offices and assist with occasional coverage as needed.

  • Respond to routine mail and email inquiries and requests from students, families, and internal/external constituents (e.g., community college stakeholders) as permitted by FERPA, flag items for unit staff, as appropriate.

  • Attend and participate in weekly staff meetings and other meetings as requested. Draft agendas, take notes, and type up and distribute meeting minutes, as needed.

  • Use databases (e.g., Slate, undergrad records, review system etc.), spreadsheets, and other technologies (e.g., Asana, Microsoft Teams, etc.) to track program information, unit operations, and tasks.

  • Assist with annual updates and proofreading of print and digital materials including assisting with the upkeep of the Grainger Engineering admission and recruitment websites (e.g., transfer admissions, engineering Pathways webpages, admitted students, transfer new student registration, etc.) and the Grainger Engineering Pathways program's plans of study.

Programmatic Administrative Operations: Provide administrative support for all first year and transfer prospective/admitted student programming and engagement efforts within the Grainger Engineering Undergraduate Admissions & Recruitment (GEUAR) office.

  • Arrange logistics for meetings, recruitment/yield activities, transfer new student registration, summer programming, student welcomes, and other specialized events.

  • Attend and assist with event execution for on-campus programming for first year and transfer student recruitment on weekdays and select weekends.

Financial Administrative Operations: Provide organizational support for budgets, expense management, and required financial reporting of transfer fund accounts.

  • Serve as the primary purchaser and purchasing contact for transfer student related programming.

  • Assist with account reconciliation and serve as backup for inventory and ordering.

  • Assist with scholarship decision entries into database annually, including establishing new account numbers and award titles as needed. Assist with coordinating new transfer student and specialized scholarship awards originating from other program funds.

Other duties as assigned to further the mission of the Grainger Engineering Undergraduate Admissions & Recruitment Office

Minimum Qualifications

  • High school diploma or equivalent.

  • Any one or combination totaling two (2) years (24 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)

      • 90 semester hours equals two (2) years (24 months)

      • Bachelor's Degree (120 semester hours) equals three (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.

Knowledge, Skills and Abilities

  • Ability to successfully plan events.

  • Knowledge of Microsoft Office products, Zoom, and other communication software.

  • Strong interpersonal communication skills for interacting with prospective and current student populations, their families, community college partners, and UIUC faculty and staff.

  • Working knowledge of campus software such as Webtools, Box, Banner, Slate, Chrome River, and I-Buy.

  • Data collection & analysis and report writing skills.

  • Ability to work non-standard hours, including some nights and weekends.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Support Specialist
classification is $40,400 ($20.718/hour). Work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on June 3, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. 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 this position. Applications not submitted through will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Jill McKenna ( For questions regarding the application process, please contact 217-333-2137.

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 .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing .

Requisition ID: 1024048
Job Category: Administrative Support
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