Office Support Specialist, Advising - LAS Student Academic Affairs Office at University of Illinois in Urbana, Illinois

Job Description:

Office Support Specialist, Advising



Student Academic Affairs Office


College of Liberal Arts & Sciences


University of Illinois at Urbana-Champaign


The College of Liberal Arts & Sciences is home to 15,000 students; 1,300 faculty and staff; and over 186,000 alumni. The college is home to more than 65 units and 70 plus majors. LAS is a diverse and dynamic place made up of incredible people doing impactful work every day at the heart of the university.


The LAS Student Academic Affairs Office (SAAO) supports the academic, personal, and professional development of every student. Through collaborations across academic advising, academic achievement program, career services, first year experience program, honors program, and international programs, we support students, promote inclusive dialogue, recognize diverse experiences, and encourage them to design experiences that enable their success.



Job Summary

The Office Support Specialist provides specialized support for the Executive Assistant Dean as well as the Admissions/Records Officer and Academic Advising units, and general support for the College of Liberal Arts & Sciences (LAS) Student Academic Affairs Office (SAAO).



Duties & Responsibilities



Primary support for the Executive Assistant Dean


• Maintains calendar, coordinates meetings, and prepares materials.


• Event planning: schedules, secures locations, and prepares materials for academic success workshops, advising forums and other advising and records events.


• Serves as first point of contact for communication with the Executive Assistant Dean.


COAR Assignment


• Authorized by Office of the Registrar to assist with curriculum, course schedule, and registration changes in Banner, requiring a high level of accuracy and problem-solving ability.


• Serves as the primary COAR user for the Access and Achievement Program.


• Serves on a rotation of COAR users who support the LAS Student Academic Affairs Office.


• Assists with regular interoffice Banner training and troubleshooting.


Processes All Petitions


• Process late/retro course drop, retro-withdrawal, and other student special request petitions, including course substitutions, residency, advanced hours, study abroad, general education, non-primary language accommodations, and duplicate credit.


• Ensures student has submitted all materials, communicates with students regarding the petition process.


Supports the LAS Embedded Advisors Program and the LAS Director of Advising by scheduling training sessions, regular meetings, and providing other office support as needed.


Reviews online grade change requests, verifying updated GPA and academic standing information. Processes paper grade change forms and flags any record that may need academic standing updates based on the grade change.


Coordinates messaging to students removed from the graduation list at the end of each term as well as other communication from the ARO unit.


Backup support for the Associate Dean and Assistant Dean for Student Services. Coordinates meetings and secures meeting rooms; other duties as needed.


Serves as backup for Front Desk Receptionist and assists during peak periods of student traffic.


Performs other related duties as assigned to further the mission of the unit.


Processes initial Student Engagement Reports, initiating communication with students of concern, then recording results or referring to advising staff for further action.


Main phone line support; responds to inquiries or transfers calls to appropriate support staff, deans, advisors, or units.


Serves as Faculty Academic Integrity Reporting (FAIR) Office Support


• Monitors new infractions and places registration holds as needed.


• Lifts holds when cases are closed. • Submits Incomplete grade requests at end of terms for outstanding FAIR cases.


Enters Study Abroad course approval information (for LAS courses) into the approval database.



Required Qualifications



1. High school diploma or equivalent.


2. Any one or combination totaling two (2) years (24 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)


• 90 semester hours equals two (2) years (24 months)


• Bachelor's Degree (120 semester hours) equals three (3) years (36 months)

B. Work experience performing office/clerical activities, including the use of computer systems.


3. One (1) year (12 months) of work experience comparable to the second level of this series.



Successful candidates will have:

• Ability to communicate effectively with others.
• Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents.
• Awareness of, and sensitivity to, cultural and linguistic differences.
• Commitment to diversity and inclusion.
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
• Ability to effectively multi-task and stay organized.
• Effective time management skills.
• Ability to maintain confidentiality in all business matters.
• Working knowledge of grammar, spelling, and punctuation.
• Proficiency in Microsoft Office Suite, including Word and Excel.
• Knowledge of computers and computer systems (including hardware and software) to enter data, or process information. Ability to apply general rules to specific problems to produce answers.
• Knowledge of University and College requirements, procedures, rules and regulations; ability to use the internet to obtain necessary information.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Appointment Information


This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. The collective bargaining agreement sets a wage of $40,400.10. Sponsorship for work authorization is not available for this position. This position is eligible for a hybrid work schedule (remote work and in-person work in Urbana-Champaign each week) after 6 months, per the University of Illinois workplace flexibility guidelines- https://cam.illinois.edu/policies/hr-87-2/


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 January 6, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting, and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. 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 lascollegehiring@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, and employment eligibility review through E-Verify .


The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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: 1028353
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu


Apply Now