Office Support Specialist - Department of Speech & Hearing Science

University of Illinois Urbana-Champaign

To act as primary support for undergraduate programs and perform a variety of administrative duties related to the daily operation of the Department of Speech and Hearing Science

University of Illinois Urbana-Champaign

To act as primary support for undergraduate programs and perform a variety of administrative duties related to the daily operation of the Department of Speech and Hearing Science

Student and Faculty Support

• Staff support for Director of Undergraduate Studies (DUGS) and Academic Advisor. Assist in scheduling appointments for continuing undergraduate students as requested.
• Assist DUGS and Advisor with undergraduate recruiting and retention events.
• Liaise with AHS Undergraduate Recruiter in support of DUGS and Advisor.
• Assist DUGS in matching undergraduate students to faculty mentors and facilitating relevant communication to students and faculty.
• Monitor the SHS Undergraduate email inbox and assist in maintaining the undergraduate CANVAS page.
• Support online, revenue-generating courses and certificate programs.
• Assist Graduate Secretary with maintaining proper documentation related to the accreditation of the Speech-Language Pathology Graduate Program. Maintain evidence library and CALIPSO documentation as directed by the Education Policy and Program Policy committee chairs.
• Coordinates with faculty and adjunct faculty to order course textbooks and collect syllabi submissions each semester.
• Fields requests/inquiries into the ASL Program and manage ASL waitlist.
• Assist Graduate Secretary with coordination of course schedule.

Administrative Office Responsibilities

• Receptionist for departmental office, including telephone inquiries and responses, greeting visitors, monitoring emails in the departmental main inbox, and relaying messages to appropriate people.
• Review all incoming mail, responding to routine items and distributing remainder to appropriate faculty and staff.
• Maintain departmental calendars; oversee parking and room reservation process for department facilities. Manage requests for facility keys.
• Assist Administrative Aide (Facilities Manager) with facilities work orders and other facility-related tasks
• Coordinate office supply ordering.
• Responsible for filing student records and other departmental documents.
• Assists Administrative Aide and Graduate Secretary with coordination of departmental events.
• Creates, updates, revises, and retrieves files and records with responsibility for maintaining adequate and accurate information, which includes working with confidential materials.

Financial

• Liaison for travel regulations for SHS faculty, clinical faculty & staff. Check that the process for reimbursements and forms are complete and approved for payment via Emburse. Emburse proxy support for faculty, clinical faculty, staff, & students. Arrange travel for faculty, clinical faculty, students, and guests with t-card and/or iTravel system.
• Assist Administrative Aide with departmental and clinic inventory process, in collaboration with AHS Business Office.

Other

• Perform other duties as assigned and appropriate.

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…