Posted in Other about 2 hours ago.
Office Support Specialist
School of Art & Design
University of Illinois at Urbana-Champaign
Job Summary
Provide administrative support to the Associate Director of Design, the Industrial Design and Graphic Design Program Chairs, and to the School's administrative operations.
Duties & Responsibilities
Responsibilities Supporting Design Program Chairs and Associate Director of Design
• Schedule bi-weekly Graphic Design and Industrial Design program meetings, attend meetings, and record minutes.
• Coordinate receptions and business meals for Design program curriculum retreats, MFA reviews, career fair, alumni events, portfolio reviews by purchasing food and scheduling travel as needed.
• Maintain email lists of Graphic Design and Industrial Design students for Program Chair correspondence and send communications on behalf of Associate Director of Design and Program Chairs as requested.
• Create and maintain annual task and events calendar for Graphic Design and Industrial Design programs.
• Schedule classroom visits with program chairs for program faculty.
• Schedule student advising meetings for program chairs.
• Coordinate symposiums, public events, and working group sessions for the Design programs.
• Coordinate Program Chair and Associate Director of Design travel.
• Assist Associate Director of Design and Design Program Chairs with collecting, maintaining, and analyzing data needed to support various program efforts.
• Assist Associate Director of Design and Design Program Chairs with developing and maintaining schedules and milestones for long-term projects.
• Support visits of outside lecturers and critics for design programs, making visitors' travel arrangements, scheduling venues, receptions and dinners; working with the business office for honorarium payments, working with poster designers for event posters, getting posters printed and disseminated.
• Assist Student-Industry Relations Coordinator with Industrial Design student communications.
Responsibilities Supporting School Administrative Operations
• Serve as front office receptionist, adhering to the School's reception standards and other instructions.
• Support the work of the Visitor's Committee by attending meetings; making visitors' travel arrangements, scheduling venues, receptions and dinners; working with the business office for honorarium payments, working with poster designers for event posters, getting posters printed and disseminated.
• Support the Studio Art program by supervising, hiring, and scheduling live models for classes, and coordinating with Human Resources to ensure timely appointment and payroll processing for approximately 15 student and extra-help models for studio courses.
• Sort and distribute campus and postal mail and communications to School or mailboxes.
• Direct visitors with maps and/or instructions to rooms, meetings and nearby campus locations.
• Support Art Education, Art History, and Studio programs and faculty by ordering food for classes and related events as requested.
• Support Academic Affairs in communicating with admitted undergraduate students via email correspondence and mailings.
• Keep office supplies and supply closet stocked and replenishing supplies when needed.
• Place office equipment (printers & photocopier) service calls when needed.
• Enter and reconcile own expense reports for P-Card and T-Card purchases.
• Send weekly Art & Design donor acknowledgement letters.
• Coordinate annual Educator Micro-Residency program by collecting program fees, reserving housing, dining, and studio needs for participants.
• Assist the Director's Administrative Aide as needed with event set up and other relevant duties.
• Assist with taking attendance at Faculty/Staff meetings.
• Attend workshops and training as needed for position duties.
• Perform other related duties as assigned.
Working Conditions
UPS |
University of Illinois |
University of Illinois |
Moseley Technical Services, Inc. |
Moseley Technical Services, Inc. |
Moseley Technical Services, Inc. |