Office Support Associate - Department of Chemical & Biomolecular Engineering (College of LAS

Office Support Associate Department of Chemical & Biomolecular Engineering School of Chemical Sciences University of Illinois at Urbana-Champaign Job Summary

To provide office support in the Department of Chemical and Biomolecular Engineering. This position will independently perform a broad range of administrative and operational duties in support of the department's business functions and daily operations.

• Assists with coordination and completion of travel arrangements for the department, faculty, and laboratory groups; prepares, processes, and reconciles associated purchases, travel reimbursements, expense reports, and related financial transactions, ensuring compliance with applicable policies and procedures.
• Assists in administrative support for departmental purchasing processes, including sourcing laboratory and office supplies, obtaining quotes and cost comparisons, processing purchases, and maintaining related procurement documentation.
• Assists with departmental records retention in accordance with established procedures
• Monitors and maintains departmental copiers and related equipment to ensure proper functionality and performs copying, scanning, and document management activities
• Coordinates the checkout, return, and tracking of departmental keys and equipment.
• Reports facility repair and maintenance needs to the appropriate personnel and follows up as needed to ensure timely resolution.
• Monitors the department's student computer labs and reports issues to the appropriate personnel
• Ability to follow established department and university established processes and procedures
• Performs other duties and projects as assigned

• Welcomes and directs visitors, answers telephone inquiries, and responds to routine questions, requests, and concerns in a professional and courteous manner.
• Assists with administrative and departmental calendar management including but not limited to room reservations and facility requests for the department
• Maintains current knowledge of departmental events, programs, and activities to provide accurate information and timely responses to routine inquiries, and assists with the planning, organization, and coordination of these events.
• Demonstrates proficiency in using Web Tools to create, update, and maintain calendars, electronic forms to support departmental communication and administrative processes
• Assists with administrative and operational support including but not limited to preparing and organizing instructional materials, educational resources, correspondence, reports, and other related materials.
• Sorts and distributes mail to proper department mailboxes.
• Maintains a position-specific procedures job manual and updates process and procedures as needed.
• Provides general office support to the department's Student Services Office
• Performs other duties and projects as assigned

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) months from the categories below:
• 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)

• Work experience performing office/clerical activities, including the use of computer systems.

• Ability to communicate effectively with others.
• Ability to professionally interact with internal and external constituents, including students, faculty, staff, and parents.
• Commitment to creating an inclusive environment.
• 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 acquire knowledge of University and College requirements, procedures, rules, and regulations.
• Ability to acquire knowledge of various computer software systems.

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