Office Support Associate - OVPIAGS – Shared Administrative Services

Illinois International
University of Illinois Urbana-Champaign

Illinois is a world leader in research, teaching, and public engagement. We serve the state, the nation, and the world by creating knowledge, preparing students for lives of impact, and addressing critical societal needs through the transfer and application of knowledge. Illinois is the place where we embrace difference. We embrace it because we value it. Illinois is especially interested in candidates who can contribute, through their research, teaching, and/or service, to the diversity and excellence of the Illinois community.
The Office of the Vice Provost for International Affairs and Global Strategies (OVPIAGS) at the University of Illinois Urbana Champaign has an opening for an Office Support Associate.
Illinois International refers to the Office of the Vice Provost for International Affairs and Global Strategies, its shared services functions, and its reporting units. We are dedicated to supporting campus internationalization through administrative, academic, and programmatic services and initiatives. This position will be part of the Shared Administrative Services/Human Resources/Global Communication/Business Operations function. Learn more about Illinois International.

Job Summary

Serves as primary receptionist for Illinois International Shared Administrative Services, providing front desk customer service, serving faculty, staff, scholars, and departments. Performs clerical support under general supervision.

Duties & Responsibilities

• Greets walk-in visitors, assists with check-in, acting and responding independently based on knowledge of unit activities as appropriate. Maintains and compiles statistics (walk-in phone, RT, appointments) on office traffic for ISSS office leadership. Open up/close down office- Get space ready for day; cleaning protocols (during pandemic); tidy up space, lock up, and shut down at end of day.
• Answers telephones, redirects callers, provides information, and/or takes messages as appropriate. Maintain spreadsheet of commonly asked questions and email replies as information is learned or changes occur.
• Screen incoming inquiries (in-person, phone, emails), determine appropriate protocol, schedules appointments and/or redirects to Response Team or Express Advising (phone, zoom or in person) for international student and/or scholar advisors within established time frames.
• Assist student, scholars, faculty, staff, and visitors with inquiries about student or scholar immigration status, university policies, applications for immigration forms, and general resources.
• Maintain office files, including electronic and paper files for students, faculty, staff, scholars, and/or visitors; ensure reception of correct immigration documents. Audits and purges in accordance with Archives policies and procedures, as needed. Prepare information/welcome folders for IIP visitors and guests. Prepare documents such as labels, lists, forms, or various certifications.
• Review, sort, and distribute incoming mail. Prepare outgoing mail for special handling. Prepare international and local shipments using USPS, UPS and/or FedEx.

Additional Physical Demands

• Position is based in Illinois International front desk. Position can involve remaining in a stationary position for long periods of time while assisting visitors.
• Position involves bending, stooping, lifting, and/or remaining in a stationary position for an extended period to perform filing.

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 equal one (1) year (12 months)
Associate’s Degree (60 semester hours) equals eighteen months (18 months)
B. Work experience performing office/clerical activities, including use of computer systems

Preferred Qualifications

2 years experience in an international office.

Knowledge, Skills and Abilities

• Knowledge of federal immigration rules, regulations, policies and procedures, as well as academic rules and regulations; ability to communicate, interpret, and apply them.
• Knowledge of functions, activities, and programs carried out by units within Illinois International.
• Knowledge of responsibilities and duties of advising staff.
• Computer and word processing knowledge and skills (Microsoft Office Suite, Sunapsis, Banner).
• Ability to work closely and respectfully with coworkers, students, faculty, and staff.
• Ability to retain confidential information.
• Must exhibit a high level of professionalism at all times in written and verbal communication.
• Ability to tolerate stress and work under pressure while maintaining a level of efficiency required by the office.
• Meticulous attention to detail and ability to complete electronic and paper forms with a minimum of errors.
• Ability to multitask as position requires constant shifting from one task to another and does not allow for uninterrupted work time.
• Ability to communicate effectively with students, scholars, and faculty from many countries, some of whom English is a second language.

Campus and Community:

The University of Illinois Urbana-Champaign is a comprehensive and major public land-grant university (Doctoral/Research University-Extensive) that is ranked among the best in the world. Chartered in 1867, it provides undergraduate and graduate education in more than 150 fields of study, conducts theoretical and applied research, and provides public service to the state and the nation. It employs about 3,000 faculty members who serve over 33,000 undergraduates and 17,000 graduate and professional students. More information about the campus is available at www.illinois.edu. The university is located in the twin cities of Champaign and Urbana (total population 226,000) in east-central Illinois, and is situated about 140 miles south of Chicago, 125 miles west of Indianapolis, and 170 northeast of St. Louis. The University and its surrounding communities offer a cultural and recreational environment ideally suited to the work of a major research institution. For more information about the community, visit: Living in Champaign-Urbana,Visit Champaign County, or Champaign County Chamber of Commerce

Appointment Information

This is a 100% full-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after 6/1/2023. Salary is commensurate with experience. The expected start date is as soon as possible after the close date. Salary is commensurate with experience. Immigration sponsorship is not available for this position.

Health insurance is available to employees (with the option to purchase coverage for spouse and dependents), required participation in State Universities Retirement System (SURS), with several options for participation in additional retirement plans. Learn more about employee benefits at the University of Illinois. Newly hired employees are covered by the Medicare portion of Social Security and are subject to this deduction.

The University of Illinois is strongly committed to work-life balance and family-friendly programs for faculty and staff: Work-Life Balance & Family-Friendly Programs and Other Work-Life Programs.

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 (CST) on 6/12/2023. 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. Please include application, cover letter, resume, academic credentials, and (3) professional references, including name, email, and phone number. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. Applicants are encouraged to specifically relate their background and experience to the requirements of the position as outlined above. Applications not submitted through https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact iip-hr@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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, COVID-19 vaccination requirement, 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. 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: 1017089
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu