University of Illinois Urbana-Champaign · 7 hours ago
Office Support Specialist - Actuarial Science and Risk Management
Urbana, IL
Full-time
Hybrid
Entry Level
$43K/yr - $43K/yr
2+ years expThe University of Illinois Urbana-Champaign is seeking an Office Support Specialist for their Actuarial Science and Risk Management program. The role involves providing administrative support, managing graduate student admissions, and coordinating events while ensuring compliance with university policies.
Higher Education
No H1B
Responsibilities
Process and manage graduate student admissions within the unit. This includes assisting in maintaining GradApps and GradRecs databases, maintaining Banner record of graduate advisors for each student, maintaining online record of current graduate student enrollment, assisting with fellowship applications, gathering necessary documents from departments and uploading to the Graduate College’s SLATE Application Program, and assisting in preparing student fellowship rating forms
Serves as the primary liaison with the Office of Admissions and Records, the Graduate College, and the College of Liberal Arts Sciences to coordinate admission workflows, clarify policy requirements, and ensure deadlines are met. Possesses a solid knowledge of the rules and regulations of the Student Admissions Banner module. Set up registration restrictions and enrollment sizes in the Banner system
Maintains records of all graduate students in ASRM by processing all changes involving term enrollment, degrees and departments as well as processing petitions and OISA documents such as the CPT/OPT forms
Answer inquiries, requests and resolve issues received in the form of in-person, phone or e-mail communication from undergraduate & graduate students, parents, faculty, staff, alumni, prospective students and high school counselors. Know when to consult and/or involve an advisor or Director of the program. When unable to answer an inquiry, responsible for determining the appropriate contact in the office and ensuring accurate documentation is taken to forward to contact for resolution
Coordinates graduate student events such as prospective student visits, new student orientations, including but not limited to catering, equipment rental, and venue reservations
Responsible for ensuring that all international students take English Placement Test, SPEAK exam. Register graduate students for required Grad Academy or Symposium and track completion before assigning to teaching assistantships
Track graduate student progress to verify they meet all requirements to graduate. Complete the Graduation Certification Process (GCP) for the Unit by auditing all graduate student files who request to graduate
Arranges and coordinates all qualifying exams, informs graduate students of exam offerings, deadlines to sign up for the exams. Arranges prelims and final defenses for PhD candidates and completes paperwork for Graduate College processing
Receive visitors and directs to the appropriate office locations. handle incoming phone and email inquiries; based on content may respond directly, redirect, or obtain additional information to respond as necessary. assist with the setup and support for conference calls and telecommunication support; assist in setting up rooms for events
Responsible for ordering supplies, handling reimbursement, making travel arrangements for faculty and guests of the unit, including business meals, using iBuy, P-Card and T-Card as appropriate. Ensures that office machinery is operational and repaired in a timely manner, and contacts Facility & Services for the building maintenance and services
Assists the unit Director (or designee) with academic course planning and Teaching Assistant assignments
Maintain course and faculty teaching assignment details in Banner, including ASRM-controlled courses that are cross-listed with other units
Coordinate with the Registrar’s Office to schedule courses, arrange classrooms for midterms and finals, and reserve rooms for final and make-up exams
Each semester, collect syllabi for all courses, serve as the departmental liaison to the Illini Union Bookstore for book orders, and request instructor texts from publishers
Provide marketing staff with material information to create brochures, newsletters, signage, etc., inform marketing staff of upcoming events
Other duties as assigned to further the mission of the Unit
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
Preferred
Ability to communicate effectively with others
Commitment to creating an inclusive environment
Knowledge of computers and computer systems (hardware and software) such as Microsoft Office Suite, and general computer software navigation
Ability to gain knowledge of policies and procedures from various campus authorities and the ability to locate and share the source language and location for policies and procedures, such as Code of Policies and Regulations Applying to all Students, LAS Student Handbook, and A Handbook for Graduate Students and Advisors
Skills in initiative, integrity, discretion, and the handling of confidential information
Ability to professionally interact with a broad range of internal and external constituents, including students, faculty, staff, and parents
Ability to prioritize tasks through assessment of urgency and importance, considering potential actions and outcomes to make appropriate decisions
Ability to gain the knowledge of the structure, organization, policies, goals, and objectives of an academic unit as well as the relationships between the unit, college and university communities
Knowledge or willingness to learn relevant modules of university administrative systems
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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