Office Support Specialist - Access and Achievement Program
Job description
Office Support Specialist - Access and Achievement Program
Student Academic Affairs Office
College of Liberal Arts and Sciences
Urbana-Champaign Campus
Job Summary
Duties & Responsibilities
- Provide primary administrative support for the Access & Achievement Program (AAP): maintain calendar(s), organize meetings, and prepare materials, coordinate written responses to student inquiries regarding the AAP program, and assist with implementing logistical details for the daily operation of the AAP and program events
- Provide backup support for the AAP main phone line and two general programmatic email inboxes ensuring timely responses to incoming inquiries
- Backup support for the Associate Dean and Assistant Dean for Student Services: monitor main phone line and front desk
- Review and monitor fiscal transactions of the AAP unit: provide forecasting, and projection information for the next fiscal year, and reconcile all unit purchases
- Maintain the AAP Scholarship program: provide AAP with balance information regarding scholarship awards, serve as the designated DAWS processor of AAP scholarships including emergency funds, coordinate student scholarship notification letters, and serve as a liaison to the advancement and special events regarding student acceptance and information
- Assist AAP staff with new student registration: monitor roster, remove advising holds, and contact students to reschedule missed appointments, create registration materials as directed by AAP leadership, and coordinate with the LAS Recruitment and Admissions unit for OUA-related scheduling issues
- Other duties as assigned to further the mission of the department
- COAR assignment is authorized by the Office of the Registrar to assist with curriculum, course schedule, and registration changes in Banner, requiring a high level of accuracy and problem-solving ability. Serve as the primary COAR user for the AAP, serves on a rotation of COAR users who support the College of Liberal Arts and Sciences (LAS) Student Academic Affairs Office (SAAO), and assists with regular interoffice Banner training and troubleshooting
- Serve as the coordinator of AAP Grade Audit reporting by providing final and accurate information and COAR processes academic standings for AAP students, monitoring the list of completed advising agreements, and reporting the students still who need to sign an AA to the Director
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.
Preferred Qualifications
- 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
- Ability to obtain knowledge of University and College requirements, procedures, rules, and regulations
- Ability to use the internet to obtain necessary information
- Ability to navigate and accurately update data in the Banner Student Information System
- Ability to obtain knowledge of the LAS Student Academic Affairs Office shared electronic file system, databases, and information networks
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 and qualifications.
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 (CST) on May 15, 2023. 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/contract information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials. 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 LasCollegeHiring@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.
Requisition ID: 1016846
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
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