Office Support Specialist - Psychology
University of Illinois

Job Info

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Office Support Specialist

Department of Psychology

College of Liberal Arts & Sciences

Job Summary
This position will provide clerical support in the department of Psychology in the HR and undergrad advising areas as well as general clerical support to the department as a whole.

Duties & Responsibilities

HR Support:
• Support both the Administrative Aide and HR Coordinator in search coordination (Schedule meetings for searches; Monitor search forms/job postings for searches for full approval; Submits background check and sexual misconduct checks as requested; follows up with units and IHR, if needed)
• Performs pay adjustment verifications to ensure employees are paid correctly
• Monitors timesheets and communicates with employees and supervisors to submit/approve timesheets in a timely manner
• Processes appointments for undergrad and academic hourly positions and adding individuals into the TimeTracker system
• Monitors appointment end dates and assists in the preparation of appointment and reappointment offer letters
• Assist in the AVSL process making sure employees are reporting leave used in a timely manner and updating Banner with corrected leave usage, if needed

Undergraduate Advising Office Support:
• Maintains current roster of majors, second majors, and double degree students
• Prepares and updates advising forms, brochures, and advertisements
• Responds to inquiries from within our department, from other departments and outside the university as they relate to the undergraduate advising office
• Preforms "triage" of incoming advising e-mails. Will answer general questions and forward specific issues to advisors
• Provides departmental authorization to students during enrollment periods
• Serves as a liaison between contracted services (photographer, dining services, and brass quartet) and the Psychology business office
• Collaborates and edits graduation program each year (distributes to over 400 graduates and their families)
• Manages ticket distribution to undergraduate students
• Orders diploma covers for 300+ graduation participants
• Assists in maintaining graduation candidate database
• Oversees pre-ceremony set-up (pronunciation cards, program distribution, and student line-up)

Departmental Support:
• Distributes mail to faculty, staff, and graduate student mailboxes. Creates or removes mailboxes as needed. Forwards mail to faculty on leave or those who have left the department; determines what should be forwarded or collected until the individual's return
• Answers and screens calls to main office. Determines needs, handles inquiries, transfers calls to appropriate faculty and staff, responds to requests for information, and takes messages for graduate students
• Manages posting to departmental website including updating personnel lists, subjects wanted for research, events and announcements by approving, monitoring, adding and/or removing expired submissions

Required Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
A. 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)
B. Work experience performing office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of work experience comparable to the second level of this series.

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.
• 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 use 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 basis. The expected start date is as soon as possible after the deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $40,400.10. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Sponsorship for work authorization is not available for this position. In addition, the candidate for this position 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 at https://cam.illinois.edu/policies/hr-87-2/

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on January 6, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu 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 sdcurry@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver's License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

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 of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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 accessibility@illinois.edu .

Requisition ID: 1026613
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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