Office Support Associate - Gies College Business

Office Support Associate - Gies College Business

Business Administration

Job Summary

The purpose of this position is to provide support to the Department of Business Administration and assist the Director of Administration in carrying out the administrative and human resource functions of the Department. This position requires exercising initiative, discretion and independent judgement.

Duties & Responsibilities

• Administrative Support Duties
  • Assist with onboarding processes for student hourly employees by providing administrative support and ensuring necessary paperwork is completed.
  • Act as a point-of-contact for student hourly employees to address general inquiries related to appointments or payment issues.
  • Provide administrative support for the completion of I-9 forms for new hires by gathering and verifying required documentation. • Prepare and submit bi-weekly payroll for hourly positions by verifying timesheets and ensuring accuracy.
• Unit Administrative Duties
  • Utilize university credit cards, including P-Card and T-card, in adherence to university protocols, and log charges as necessary.
  • Assist with logistics for departmental events, such as faculty/student meetings, faculty area meetings, departmental committee meetings, proseminars, academies, etc.
  
  Payroll and Records Management
  • Organize and compile electronic personnel files and documentation at the conclusion of a search, including search records, application materials, references, and signed job descriptions.
  
  Event and Scheduling Coordination
  • Schedule committee meetings, campus visits, and interviews.
  • Coordinate travel arrangements and prepare campus visit itineraries.
  
  Logistics and Recruitment Support
  • Assist with posting and tracking recruitment advertisements.
  • Manage communication with candidates and committee members during the search process.
• Other related duties as assigned to further the mission of the unit.

Minimum Qualifications

1. High school diploma or equivalent.
2. 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 systems.

Knowledge, Skills and Abilities

• Excellent written and verbal communication skills.
• Effectively use interpersonal skills to relate to a diverse constituency, including faculty, staff, other departments, and outside agencies.
• Demonstrated ability to multi-task and handle competing priorities with great attention to detail, timeliness, and accuracy.
• Knowledge of personal computers and software packages such as Microsoft Word, Excel, Outlook e-mail, Banner and other University financial programs. Experience is desired with Microsoft Excel, Word, Skype for Business, Outlook Exchange, T-Card System (TEM), P-Card System (Procurement), departmental portal.
• Good judgment and initiative.
• Ability to understand complex HR situations and always maintain confidentiality for HR matters related to information, office visits, inquiries, etc.
• Ability to perform tasks delegated by supervisor and use sound judgment and discretion in prioritizing, initiating, and executing assignments.
• Ability to adhere to all University, College, and Department policies, procedures, and guidelines consistently and competently.

Appointment Information

This is a 100% full-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. Sponsorship for work authorization is not available for this position. The expected start date is as soon as possible after May 9, 2025. The budgeted approved salary for this position is $36,901.80.

At Gies, we believe in being a place of inclusion and equity, a place where all can succeed. This position must be attentive to the College’s commitment to diversity, inclusion, and equity and ensure it is being implemented throughout projects and activities. For more information about Gies Business, visit https://inside.giesbusiness.illinois.edu/work-at-gies.

Become an Illinois professional at the University of Illinois Urbana-Champaign (UIUC) and be part of a dynamic and diverse community dedicated to making a positive impact on both local and global scales, advancing knowledge, and fostering creativity. Learn more about why YOU should join us at UIUC. The University of Illinois offers a wide variety of benefits, including paid leave and holidays: The University of Illinois offers a wide variety of benefits, including paid leave and holidays:
https://www.hr.uillinois.edu/benefits
https://www.hr.uillinois.edu/leave
https://www.hr.uillinois.edu/leave/holidays

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Friday, May 9, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact porche@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1029919
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu