Office Support Associate - JACSW Academic Affairs and Student Services, College of Social Work - Military Veterans

Office Support Associate - JACSW Academic Affairs and Student Services, College of Social Work

Office Support Associate - JACSW Academic Affairs and Student Services, College of Social Work

Hiring Department : JACSW Academic Affairs/Instruction

Location : Chicago, IL USA

Requisition ID : 1028818

FTE : 1

Work Schedule : 8:30AM to 4:45PM

Shift : Days

# of Positions : 1

Workplace Type : On-Site

Posting Close Date : December 20, 2024

Salary Range (commensurate with experience): $22.83 - 26.24 / Hourly Wage

About the University of Illinois Chicago

UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent 'Best Colleges' rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits .

Perform office support duties that provide specialized support to the Associate Dean that are closely identified with the Associate Dean's viewpoint and responsibilities. An in-depth knowledge of the organization, programs, policies, and procedures of the unit as related to the work of the Associate Dean, along with the ability to operate computer systems utilizing various office software packages, is essential to the performance of duties. Employee will maintain confidentiality regarding all student and faculty matters handled in the office and function with independence and some authority.

Duties & Responsibilities:

• Informs the Associate Dean of impending engagements and prepares necessary materials, triages which in-person responses must be handled by the Associate Dean versus which can be handled independently and determines an appropriate course of action when needed.
• Serves as liaison between the Associate Dean and staff of external units and accompanies the Associate Dean and/or attends meetings participating as requested on behalf of the office. Interacts with and responds to inquiries from students, faculty and other staff. Assists with organizing and coordinating student events such as orientations, graduation, welcome events, and student government sponsored events. Manages processes related to offering classes including responding to college and university requirements, interacting with book representatives, and the college assigned librarian.
• Coordinates logistical arrangements relating to conferences, meetings, and travel for the Associate Dean. Reviews the Associate Dean's incoming mail, selects items and responds independently within the scope of responsibility, and provides drafts of responses and/or relevant documentation for remaining items.
• Composes correspondence, memos, and reports that represent the Associate Dean's position. Transcribes and/or records confidential or sensitive information keyboard documents containing confidential or sensitive information (e.g. licensure entitlement data, enters and maintains data in course registration system). Monitors, maintains, and updates content for https://socialwork.uic.edu as related to the Office of Academic Affairs and Student Services. Engages in timely responses, communication, and the dissemination of information on behalf of the Office of Academic Affairs and Student Services to students, staff, faculty, and alumni. Assists with projects and initiatives that advance the college's academic and administrative effectiveness, engages the right resources, and holds parties accountable for deadlines.
• Reviews and edits documents prepared by the Associate Dean for content and appropriate spelling, punctuation, syntax, and format and modifies copy as necessary. Independently reviews, edits, redacts, and collates documents as identified appropriate by the Associate Dean. Provides swift, day-to-day, and accurate administrative support for the Associate Dean's Office including, tracking projects, completing reimbursement forms and tracking expenses, proofreading, and performing general clerical duties including photocopying, sorting mail, keeping mail logs, and maintaining files.
• Maintains an awareness of the budget for which the Associate Dean is responsible and participates in day-to-day fiscal decisions.
• Researches and reports information which requires the evaluation of sources or the application of regulations and procedures to specific cases establishes. Maintains the office's confidential records and files.
• Anticipates and responds to the detailed office support needs of the Associate Dean including through the independent performance of lower-level duties and when needed by helping to training clerical and temporary staff. Oversees department daily operation logistics including ensuring inventory of office supplies, keys are properly distributed and returned, and all necessary forms are available for students and faculty to access. Provides supervision, as directed, for students by directing, assigning, reviewing, and monitoring their daily work activities.
• Works in collaboration with the College Records Officer to ensure student needs related to registration, license documentation requests, and other pertinent concerns are addressed in a timely and accurate fashion.
• Perform other duties as assigned

Minimum Qualifications Required:

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.

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment.

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.

The university provides accommodations to applicants and employees. Request an Accommodation
Looking for more University of Illinois positions?

We invite you to search for positions at each of the University of Illinois locations, the University of Illinois System Office and the University of Illinois Foundation. The University of Illinois System Office supports the primary missions of teaching, research, public service, and economic development for all of the Universities and offers positions in all locations. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions.

University of Illinois Urbana-Champaign
University of Illinois Springfield
University of Illinois System Office
University of Illinois Foundation

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.

To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/12830?c=uic

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