Office Support Associate - Gies College of Business

About the position The Office Support Associate at the Gies College of Business, University of Illinois, plays a crucial role in supporting the administrative functions of the Department of Accountancy, particularly focusing on the doctoral program. This position involves a variety of tasks including assisting with admissions, student progress, and general administrative duties, ensuring smooth operations within the department.

Responsibilities

• Assist with the Director of Ph. D. Program and the Sr. Director of Administration to support the program's administrative activities including recruiting, admissions, and student academic progress.
• Submit annual updates of recruiting brochure to marketing team after obtaining approval from the Director of Ph.D. Program.
• Assist with facilitating the faculty reference process for Ph.D. candidates entering the job market.
• Expedite the admission application review process by communicating with the Director of Ph.D. Program, utilizing the Slate database, verifying information provided by each student, forwarding applications to the Ph. D. admission committee for decisions, and providing a primary point of contact for Ph.D. candidates until acceptance has been communicated.
• Create itineraries and reserve hotel rooms for visiting Ph.D. applicant recruiting visitors.
• Conduct format reviews of Ph. D. thesis manuscripts.
• Orient incoming Ph. D. students and coordinate workspace assignments with Ph.D. program director.
• Assist with compiling Ph.D. fellowship nomination packets.
• Process Ph.D. fellowship forms.
• Enter Ph.D. assistantships in HR Apps, verify I-9 documents for Ph.D. employment, and notify faculty of Ph.D. TA and RA assignments.
• Serve as a departmental backup for HR Apps transactions.
• Assist with facilitating department and college award notifications.
• Maintain and file Ph.D. program records.
• Assist with Ph.D. registration questions and monitor Ph.D. course registration.
• Review and update Ph.D. degree audit reports in the UAchieve system and communicate exceptions to the Graduate College.
• Monitor the GCP database as students complete their final semester of degree requirements.
• Assist with email communications to Ph.D. candidates.
• Advise Ph.D. students on the process for scheduling preliminary and final examinations which is initiated by Ph.D. students through the Graduate College student portal.
• Provide administrative assistance to the Ph.D. Program Committee as needed.
• Assist staff working with the Finance and Business Administration Ph.D. students to build community across programs.
• Answer main department phone line and effectively communicate through phone, email, instant message, and/or in person; determine caller needs and personally handle routine inquiries.
• Submit and track departmental work orders related to Ph.D. events.
• Support event logistics such as assisting with space reservations, parking reservations, food and beverage orders, and other needs.
• Reserve meeting rooms through Virtual EMS and shared Outlook calendars.
• Serve as department contact for graduation by assisting faculty with regalia information and communicating volunteer needs to faculty and staff.
• Make approved purchases with p-card, t-card, or other university systems in compliance with all rules, regulations, policies, and procedures set by the campus and department.
• Report expenses for p-card and t-card purchases in the Chrome River application.

Requirements

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) 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); B) Work experience performing office/clerical activities, including the use of computer system.
• Strong public relations skills.
• Strong customer service orientation skills.
• Excellent organizational and time management skills with accuracy and attention to detail.
• Excellent oral and written communication skills.
• Working knowledge of campus administrative policies and guidelines or ability to learn.
• Knowledge of university accounting programs or ability to learn.
• Willingness to learn and the ability to use new computer programs and university systems.
• Proficiency in Microsoft Office, especially Word and Excel.
• Ability to learn and be able to apply accepted office procedures and methods.
• Ability to manage multiple projects and operate a variety of office equipment.

Benefits

• Paid leave and holidays
• Health insurance
• Retirement savings plan
• Professional development opportunities
• Flexible work options

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