University of Illinois - Chicago, IL
posted 23 days ago
Full-time - Entry Level
Chicago, IL
10,001+ employees
Educational Services
About the position
The Office Support Associate in the JACSW Academic Affairs and Student Services at the University of Illinois Chicago provides specialized administrative support to the Associate Dean. This role requires a deep understanding of the unit's organization, programs, and policies, along with the ability to manage confidential information and operate various office software. The position is essential for ensuring smooth operations within the office and involves significant interaction with students, faculty, and external units.
Responsibilities
- Informs the Associate Dean of impending engagements and prepares necessary materials.
- Serves as liaison between the Associate Dean and staff of external units.
- Interacts with and responds to inquiries from students, faculty, and other staff.
- Assists with organizing and coordinating student events such as orientations and graduations.
- Manages processes related to offering classes and interacts with book representatives.
- Coordinates logistical arrangements for conferences, meetings, and travel for the Associate Dean.
- Reviews the Associate Dean's incoming mail and responds independently when appropriate.
- Composes correspondence, memos, and reports that represent the Associate Dean's position.
- Transcribes and records confidential information and maintains data in course registration systems.
- Monitors and updates content for the Office of Academic Affairs and Student Services website.
- Engages in timely communication and dissemination of information to students, staff, faculty, and alumni.
- Assists with projects that advance the college's academic and administrative effectiveness.
- Reviews and edits documents prepared by the Associate Dean for content and format.
- Provides administrative support including tracking projects and completing reimbursement forms.
- Maintains awareness of the budget for which the Associate Dean is responsible.
- Researches and reports information requiring evaluation of sources or application of regulations.
- Maintains the office's confidential records and files.
- Anticipates and responds to the office support needs of the Associate Dean.
- Oversees daily operation logistics including inventory of office supplies and distribution of keys.
- Provides supervision for students by directing and monitoring their work activities.
Requirements
- High school diploma or equivalent.
- Eighteen months of experience in office/clerical activities, including the use of computer systems.
Nice-to-haves
- Experience in a higher education environment.
- Familiarity with student services and academic affairs.
Benefits
- Health, Dental, Vision, Life, Disability & AD&D insurance
- Defined benefit pension plan
- Paid leaves such as Vacation, Holiday and Sick
- Tuition waivers for employees and dependents
