University of Illinois Urbana-Champaign · 1 hour ago
Office Support Specialist - Gies College of Business
Urbana, IL
Full-time
Hybrid
Entry Level
$43K/yr - $43K/yr
2+ years expThe University of Illinois Urbana-Champaign is a leading research institution, and they are seeking an Office Support Specialist for the Gies College of Business. This role involves supporting the PhD program in Accountancy through various administrative functions, including admissions, student progress, and event coordination.
Higher Education
No H1B
Responsibilities
Collaborate with the faculty director of the Ph.D. Program and the Sr. Director of Administration to support the program’s administrative activities including recruiting, admissions, and student academic progress
Oversee the Ph.D. admission application review process by communicating with the Director of Ph.D. Program, utilizing the Slate database, verifying information provided by each applicant, forwarding applications to the Ph.D. admission committee for decisions, and providing a primary point of contact for Ph.D. candidates until an admission decision has been communicated
Create itineraries and reserve hotel rooms for prospective Ph.D. applicant recruits
Coordinate annual updates of recruiting brochure with the Gies marketing team and coordinate necessary website updates for the PhD program site
Advise graduate Ph.D. students regarding their coursework and degree progression
Answer Ph.D. student registration questions and monitor Ph.D. student course registration
Orient incoming Ph.D. students and coordinate workspace assignments with Ph.D. program director
Coordinate and process documentation needed for various appointments - 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. Process Ph.D. fellowship forms
Serve as a departmental backup for other HR Apps transactions
Compile Ph.D. award and fellowship nomination packets and facilitate the notification of results
Facilitate the faculty reference process for Ph.D. candidates entering the job market
Ensure thesis and dissertation committees meet Graduate College and Departmental requirements
Review the format of theses and dissertations, work with Graduate College on final deposit, coordinate approval of committees, and verify audit of degree completion
Maintain and file Ph.D. program records
Review and update Ph.D. degree audit reports in the UAchieve system and communicate exceptions to the Graduate College
Monitor the graduation database as students complete their final semester of degree requirements
Serve as the primary point of contact 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
Coordinate Ph.D. events including Ph.D. paper presentation forums, faculty/student events, and social events with other Ph.D. Academic units in Gies College of Business
Compile Ph.D. program data for department, college, and university reports as needed
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
Gather necessary information for Ph.D. Program budget planning
Perform other duties as assigned
Qualification
Required
High school diploma or equivalent
Any one or combination totaling two (2) years (24 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); 90 semester hours equals two (2) years (24 months); Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
Work experience performing office/clerical activities, including the use of computer systems
One (1) year (12 months) of work experience comparable to the second level of this series
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
Preferred
At least one year experience working with a university or college graduate program
Previous experience with the Slate admissions tool
Benefits
Health
Dental
Vision
Life Insurance
A Retirement Plan
Paid time Off
Tuition waivers for employees and dependents
Company
University of Illinois Urbana-Champaign
The University of Illinois Urbana-Champaign is dedicated to building upon its tradition of excellence in education, research, public engagement and economic development.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Robert Whitmore
Co-Founder | Evolution & Impact of Societies in Africa | *EISA*
Shelley Giordano
Co-Founder Academy for Home Equity in Financial Planning University of Illinois
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