Office Support Specialist - Psychology
University of Illinois

Urbana, Illinois


Office Support Specialist - Psychology

University of Illinois at Urbana-Champaign


The Department of Psychology at the University of Illinois Urbana-Champaign invites applications for an Office Support Specialist.

Job Summary
Provides services and support to faculty, staff and students with an emphasis in the areas of purchasing and reimbursements for the Department of Psychology. Also provides support for Psychology building key distribution and copy center.

Duties & Responsibilities

  • Serve as delegate in Chrome River to prepare expense reports for all faculty, staff, and graduate students requiring reimbursement for purchases, travel. Ensure that appropriate documentation is provided to payables and maintained in the business office for all transactions. Serve as a proxy in the TEM system to process Temp-vendor and vendor payments as needed.
  • Make purchases for faculty, staff and grad students using the departmental purchasing portal and using the appropriate University mechanism (i.e. I-Buy, Webstores, Pcard and Tcard). Hold a department T-card and arrange and purchase flights, hotels, car rentals and meals for faculty, staff, grad students and visiting guests.
  • Reconcile, scan and electronically file P-card and T-Card transactions in Chrome River. Prepare cash deposits for the department.
  • Maintain department copy room. Operate the copy machines, train and assist faculty, staff and student employees on proper use of equipment. Assign copy codes for each semester and inform faculty, staff and students of their new codes. Maintain the department copy job email account. Review requests and use judgement to prioritize department needs and the order of services provided. Arrange maintenance and repair of equipment as needed, following proper, current procedures for procuring these services.
  • Manage all aspects of Department Key distribution/inventory. Maintain the Microsoft Access database for tracking distribution of keys. Maintain the department key request email account. Review incoming requests, assign keys to faculty, staff, and student employees, collection of $20 refundable fee for keys. Coordinate orders for key replacements, rekeying of doors with locksmith shop through F&S as needed. Process work orders for building needs in relation to keys and locks.
  • Maintain spreadsheets for faculty/graduate student/staff support programs using appropriate funds. These are funds for programs established by the administration annually.
  • Maintain required security access for Swipe/Andover Access to Psychology building. Ensure that onboarding faculty, staff and student employees have swipe access to the building as appropriate, using judgement to determine if after-hours access is necessary.
  • Assists with Property Management - Inventory. Assists the Business Administrative Associate as required with biennial inventory.
  • Monitor department supply room, maintaining stocked office supplies for general department use. Keep supply room locked and provide access to faculty and staff and student employees as needed. Order supplies as necessary, ensuring that specialty items requested for specific areas are charged to the appropriate CFOP's. Use judgement when planning restocking orders, keeping in mind department supply budget.
  • Minimum Qualifications
    1. High school diploma or equivalent.
    2. Any one or combination totaling two (2) years (24 months) from the categories below:
      1. College coursework in any curriculum, a 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.

  • Successful candidates will have the following:
    Demonstrated effective communication, organizational, and interpersonal skills. Proficiency in Microsoft Office Suite, including Word and Excel. Ability to communicate effectively and professionally with students, faculty, and staff. Detail-oriented and be able to effectively multi-task multiple priorities. Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion. Knowledge of University and College requirements, procedures, rules and regulations; ability to use the internet to obtain necessary information.

    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. Salary is commensurate with experience.

    Application Procedures & Deadline Information
    Applications must be received by 6:00 pm (CST) on Friday, September 30, 2022. Apply for this position using the Apply Now button at the top or bottom of this posting and upload cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. 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. For further information about this specific position, please contact Summer Curry at sdcurry@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, COVID-19 vaccination requirement, 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 .

    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.

    Requisition ID: 1009626
    Job Category: Administrative Support
    Apply at: https://jobs.illinois.edu



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