Office Support Specialist - Office of Undergraduate Admissions
University of Illinois

Office Support Specialist - Office of Undergraduate Admissions

University of Illinois Urbana-Champaign

Job Summary
This role is all about being the heartbeat of our Recruitment and Outreach Unit within the Office of Undergraduate Admissions at the University of Illinois Urbana-Champaign, and more specifically the Campus Visits function. You'll be the go-to person for clerical support, assisting our Campus Visit staff, and welcoming visitors - whether they're walking through our doors or calling in. Plus, you'll be right in the thick of things, supporting not only the entire unit but also our Assistant Director for Campus Visits, and helping us keep our Customer Resource Management (CRM) system running smoothly.

Duties & Responsibilities -

• CRM Stewardship
  • Work closely with campus partners to enhance client service.
  • Manage reservation entries in the CRM system as required.
  • Develop and refine events in the CRM system, including routine visit programs, standing meetings, and group visits.
  • Provide training on CRM system usage to new professional and student staff.
  • Determine necessary data collection and collaborate with PCET tech contact.
  • Support Admissions Counselors in event creation within the CRM system.
  • Accurately input and verify prospective student data in the CRM system.
  • Conduct testing for new CRM system events.
  • Ensure CRM system remains current with scheduled group visit dates.
• Campus Visit Support
  • Act as the main point of contact for campus partners regarding campus visits.
  • Maintain an updated list of campus visit opportunities.
  • Offer administrative assistance for special projects relevant to Campus Visit staff.
  • Develop, edit, and manage training materials for professional and student staff.
• Recruitment & Outreach Support
  • Present the University of Illinois Urbana-Champaign brand positively and appropriately in every interaction with students and staff, embodying its values and ethos.
  • Arrange car reservations for counseling staff as required.
  • Manage requisitions for events or receptions through the IBuy system.
  • Disseminate information regarding group visits.
  • Coordinate space reservations and issue confirmations for group visits.
  • Utilize p-card for necessary purchases.
  • Handle phone inquiries for 1-3 hours daily.
  • Provide backup support for the reception desk and switchboard as necessary.
  • Create, proofread, and format various documents including letters and agendas.
  • Order supplies from Chief Clerk as needed for printing or packets.
  • Train new student staff in Touch Point system.
  • Act as liaison between Admissions and Tech Services.
  • Fulfill other assigned duties as appropriate.

Minimum Qualifications -

• High school diploma or equivalent.
• Any one or combination totaling two 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 year (12 months)
    • Associate's degree (60 semester hours) equals eighteen months (18 months)
    • 90 semester hours equals two years (24 months)
    • Bachelor's degree (120 semester hours) equals three years (36 months)
  • Work experience performing office/clerical activities, including the use of computer systems.
• One year (12 months) of work experience comparable to the second level of this series.

For more information about this series, visit https://www.sucss.illinois.gov/pages/classspec/ViewSeries.aspx?tblCS_SeriesID=8

Preferred Qualifications -

• Proficient in Microsoft Office suite.
• Experience processing P-card, T-card, and I-Buy transactions.
• Familiarity with admissions policies and procedures.
• Ability to lift 35-50 lbs on occasion.
• Experience managing mailing processes.
• Proficiency in:
  • Banner Administrative Forms
  • iAdmit
  • Slate
  • New Student Registration
  • Requisition

Knowledge, Skills and Abilities -

• Ability to learn quickly.
• Advanced clerical skills such as grammar, spelling, and punctuation.
• Flexibility
• Good organizational ability and skill.
• Ability to work with large numbers of people on one project.
• Ability to work on more than one project at one time.
• Ability to determine priority of assignments and projects.
• Ability to budget time and meet deadlines.
• Proficiency in effective verbal communication, both on the phone and in face-to-face interactions at the reception area.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position. The expected start date is as soon as possible after the close of the search. The salary for this position is set by a collective bargaining agreement at $40,400.10 annually.

Employees hired into this position will be expected to work on-site at the University of Illinois Urbana-Champaign campus on a full-time basis (37.5 hours/week). Work authorization sponsorship is not available for this position.

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 May 7, 2024. Upload the following:

• Cover letter
• Resume (including month/year employment dates)
• Contact information for three professional references
• Transcripts or proof of degrees (if applicable)

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. 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 Laura Williams at lauraw@illinois.edu. 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 accessibility@illinois.edu .

Requisition ID: 1024127
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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