Office Support Associate - Psychology at University of Illinois in Urbana, Illinois

Job Description:

Office Support Associate




Department of Psychology




College of Liberal Arts & Sciences




Job Summary

The function of this position is to act as a receptionist to the department's Graduate Studies Office and perform duties to support graduate admissions and graduate study in the Department of Psychology.



Duties & Responsibilities

• Assist the Program Coordinator in preparing graduate assistantships and hourly appointments. Maintain computer and paper files of information. Assist in the production and distribution of assistantship offer letters and entering appointments in the HRFE system.


• Update graduate application files with supplemental materials by saving or scanning and attaching them to electronic application files. Track admission status and assist MSPS Director with scheduling interviews. Notify applicants of action taken by the admissions committee (i.e. admitted, on hold, denied, etc.). Forward admitted students' materials to Graduate College admission for processing. Process all referrals for admission, denial, cancellation, etc. through SLATE application system.


• Acts as a receptionist for the Graduate Studies Office. Answer telephone and e-mail inquiries and greet office visitors. Provide general information and/or direct to the appropriate office, or take messages.


• Provide routine information to current graduate students, departmental administrators, faculty, and staff relative to departmental and Graduate College requirements, graduate student records, curricula, rules, and regulations, including calendar deadlines, petition circulation routes, etc.


• Maintain files for all current and former students in the Psychology graduate program. Some items may be highly confidential.


• Respond to basic inquiries from prospective students relative to university and departmental admission requirements. Assemble and distribute graduate information packets. Edit and update recruiting materials based on information supplied by the Program Coordinator.


• Provide clerical support for the Program Coordinator, Associate Head for Graduate Studies, and MSPS Director. These duties include, but are not limited to: general typing duties, letters, memos, forms, and duplication duties as assigned. Some materials contain confidential or sensitive information.


• Opens, reviews, sorts, and refers all mail addressed to the Graduate Studies Office. Responses that require interpretation of policies and procedures relative to admission and graduate study are routed to the Program Coordinator.


• Assist the Program Coordinator, Associate Head for Graduate Studies, and MSPS Director with the create, revision, and distribution of several department/program surveys. Analyzing and preparing reports on responses.


• Assist the Program Coordinator in the management of the department proctor pool by forwarding solicitation e-mails and distributing and receiving timesheets.


• Assist in the planning and setup of departmental events in relationship to graduate studies(e.g., new student orientation, community building events, workshops, etc.).Responsible for other duties as assigned within the set classification specifications.

Required 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 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.



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.
• Ability to acquire knowledge of activities and programs carried out in the Department of Psychology.
• Ability to acquire knowledge of University and College requirements, procedures, rules, and regulations.

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 the deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $36,901.80. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Sponsorship for work authorization is not available for this position.


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. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences.. 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 sdcurry@illinois.eduFor questions regarding the application process, please contact 217-333-2137.


The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. 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.


Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver's License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination 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 .

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: 1027358
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu


Apply Now