Office Support Specialist - Department of Economics

$40,400 - $40,400/Yr

University of Illinois - Urbana, IL

Full-time - Entry Level

Hybrid - Urbana, IL

Educational Services

About the position

The Office Support Specialist (OSS) in the Department of Economics at the University of Illinois at Urbana-Champaign is responsible for providing comprehensive administrative support to the Director, Associate Director, and Administrative Assistant of the Master of Science in Policy Economics (MSPE) Program. This role encompasses managing student registration and records, facilitating program support, and performing general office duties to ensure the smooth operation of the program.

Responsibilities

• Create and update the MSPE course schedule in Excel.
• Maintain departmental advising holds on each MSPE student in Banner.
• Organize student advising appointments each semester for the Associate Director.
• Identify and assist with registration-related issues, keeping the Associate Director informed.
• Verify student registration changes each semester and report discrepancies.
• Update and maintain accuracy of student registration changes in the internal Access database and GradRecs.
• Facilitate collection of MSPE student midterm grade results for the Associate Director.
• Manage the Graduate College Degree Certification process for graduation lists.
• Monitor the Slate portal for student petitions and late course change forms.
• Serve as data manager and report generator for the MSPE database.
• Create pictorial and website directories of MSPE students.
• Maintain MSPE course syllabi collection each semester.
• Organize and archive digital and physical documents, including alumni files.
• Provide input to enhance GradApps and/or GradRecs programs.
• Prepare correspondence for the Director, Associate Director, and Administrative Assistant.
• Assist with logistics for student field trips and may lead trips when necessary.
• Coordinate professional photographer schedules and manage event photos for the MSPE website.
• Serve as liaison for convocation coordination and assist with related tasks.
• Maintain the student lounge and manage coffee supplies.
• Act as the first point of contact for guests and manage incoming communications.
• Collect and distribute daily mail and assist with webpage updates.
• Maintain and order office supplies for the MSPE office.
• Handle photocopy machine maintenance requests and meter reads.

Requirements

• High school diploma or equivalent.
• Two years of college coursework or work experience performing office/clerical activities.
• One year of work experience comparable to the second level of this series.
• Ability to communicate effectively with diverse constituents.
• Ability to maintain confidentiality in all business matters.
• Working knowledge of grammar, spelling, and punctuation.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Knowledge of or ability to learn various software systems including Microsoft Access, BANNER, and others.

Nice-to-haves

• Experience in an academic environment.
• Familiarity with student registration systems and processes.
• Strong organizational skills and attention to detail.

Benefits

• Hybrid work options after initial training period.
• Competitive salary based on collective bargaining agreement.