This job was posted by https://illinoisjoblink.illinois.gov : For moreinformation, please see:https://illinoisjoblink.illinois.gov/jobs/11611337 Office SupportAssociate

　　Office of Advancement

　　The Grainger College of Engineering

　　University of Illinois Urbana-Champaign

　　The Office of Advancement in The Grainger College of Engineering seeksapplicants for an Office Support Associate position. This position willperform responsible clerical and secretarial duties for professionalstaff.

　　Duties and Responsibilities:

　　Serve as receptionist to visitors to the Office of Advancement andall others who enter and have questions, need directions, etc. suchas students, faculty, business visitors, alumni, etc. Manageincoming internal and external communications and requests via phoneand email. This includes but is not limited to answering anddirecting phone calls, monitoring the Engineering Alumni Inbox,updating conference room reservations and employee absence calendar,creating Finals Week Study Snack invoices upon request, and nameplate/directory updates.Process the UIF Gift Administration Acknowledgementdownloads/reports (such as, but not limited to EGAD and Exceptions)on a weekly basis to process thank you letters/emails for donationsreceived each week for units and Engineering Admin. Responsible forensuring that all gifts receive appropriate and timely thank youletters/emails, as well as ensuring downloads contain accurateinformation by crosschecking each gift with the informationavailable, reviewing reports, and entering TED interactions, anduploading reports to shared database.Utilize the Electronic Ordering System to process all purchasingrequests once approved by the Administrative Aide or Associate Dean.Prepare and route other university accounting forms (such as, butnot limited to invoice vouchers, stores/service vouchers, etc.).Reserve carpool vehicles and parking spaces through F & S andprepare appropriate paperwork.Maintain the general orderliness and organization of the hotelingspaces, common areas of the Office of Advancement, i.e., thework/supply room and the high-density filing /storage space.Maintain an accurate inventory of items and supplies; ordering theseas needed and requested.Serve as backup Chrome River proxy for all professional staff. Fullunderstanding of all travel policies and per diems necessary,includes completing and submitting Travel Reimbursement Forms (TFRforms) for the Office of Institutional Advancement on behalf ofprofessional staff for each quarter, maintaining records of unittransactions and provide regular summaries.Serve as backup to coordinate appropriate fund agreement routing andtracking with the Associate Director of Stewardship & DonorRelations, entails mailing and tracking signed or unsigned fundagreements, creating/updating TED, general file maintenance(creating and tracking new fund files, re-filing files, etc.) andassisting with corporate fund designations as needed.Assist advancement directors and program coordinator with eventplanning and preparation including facility reservations, banquetordering, name badge/tent printing, etc.Work with the Stewardship & Donor Relations team and the Dean\'soffice to create and mail sympathy cards or other correspondence onbehalf of the Dean of the College of Engineering.Serve as backup to the Office Support Specialist and AdministrativeAide when needed, as well as assist Advancement staff withadditional projects (such as, but not limited to TED access auditsand research requests, Grainger Engineering Link, etc.).Other related duties as assigned.Minimum Qualifications:

　　High school diploma or equivalent.

　　Any one or combination totaling eighteen (18) months from thecategories below:

　　College coursework in any curriculum as measured by thefollowing conversion table or its proportional equivalent:

　　30 semester hours equals one (1) year (12 months)Associate\'s Degree (60 semester hours) equals eighteenmonths (18 months)Work experience performing office/clerical activities, includingthe use of computer systems.

　　Knowledge, Skills and Abilities:

　　Knowledge of personal computer system and Microsoft Office applications.Ability and willingness to investigate means to improve efficiency ofcomputer applications.

　　Knowledge of Windows 7 Enterprise software, Outlook.

　　Knowledge of office procedures and practices.

　　Strong interpersonal and communication skills.

　　Professional appearance in dress and demeanor.

　　Clerical skills such as accurate typing and transcription. Knowledge anduse of proper grammar, spelling and punctuation.

　　Ability to compose and draft routine correspondence. Excellentproofreading skills.

　　Ability to perform simple bookkeeping functions.

　　Ability to work accurately with high level of detail.

　　Good problem-solving skills helpful to improve and streamline processesand procedures.

　　Maintain confidentiality of all donor related subject matter.