What are the responsibilities and job description for the Office Support Specialist - Psychology position at illinois?
Duties & Responsibilities
HR Support:
• Support both the Administrative Aide and HR Coordinator in search coordination (Schedule meetings for searches; Monitor search forms/job postings for searches for full approval; Submits background check and sexual misconduct checks as requested; follows up with units and IHR, if needed)
• Performs pay adjustment verifications to ensure employees are paid correctly
• Monitors timesheets and communicates with employees and supervisors to submit/approve timesheets in a timely manner
• Processes appointments for undergrad and academic hourly positions and adding individuals into the TimeTracker system
• Monitors appointment end dates and assists in the preparation of appointment and reappointment offer letters
• Assist in the AVSL process making sure employees are reporting leave used in a timely manner and updating Banner with corrected leave usage, if needed
Undergraduate Advising Office Support:
• Maintains current roster of majors, second majors, and double degree students
• Prepares and updates advising forms, brochures, and advertisements
• Responds to inquiries from within our department, from other departments and outside the university as they relate to the undergraduate advising office
• Preforms “triage” of incoming advising e-mails. Will answer general questions and forward specific issues to advisors
• Provides departmental authorization to students during enrollment periods
• Serves as a liaison between contracted services (photographer, dining services, and brass quartet) and the Psychology business office
• Collaborates and edits graduation program each year (distributes to over 400 graduates and their families)
• Manages ticket distribution to undergraduate students
• Orders diploma covers for 300 graduation participants
• Assists in maintaining graduation candidate database
• Oversees pre-ceremony set-up (pronunciation cards, program distribution, and student line-up)
Departmental Support:
• Distributes mail to faculty, staff, and graduate student mailboxes. Creates or removes mailboxes as needed. Forwards mail to faculty on leave or those who have left the department; determines what should be forwarded or collected until the individual’s return
• Answers and screens calls to main office. Determines needs, handles inquiries, transfers calls to appropriate faculty and staff, responds to requests for information, and takes messages for graduate students
• Manages posting to departmental website including updating personnel lists, subjects wanted for research, events and announcements by approving, monitoring, adding and/or removing expired submissions
