Overview
Office Support Associate – Engineering HRSS Jobs in Urbana, IL at University of Illinois Urbana-Champaign
Full Job Description
Office Support Associate
Engineering HR Shared Services
The Grainger College of Engineering
University of Illinois Urbana-Champaign
Grainger Engineering HR Shared Services (HRSS) is a team of dynamic HR professionals working together at the University of Illinois Urbana-Champaign to serve a large portion of Grainger Engineering employees. We are searching for an Office Support Associate to join our growing team. This position is responsible for providing administrative support to the staff in Engineering Human Resources Shared Services (HRSS), which delivers human resources services to faculty, staff, and students in units serviced by HRSS. We welcome individuals who thrive in a fast-paced environment, enjoy working autonomously but also collaboratively as a member of a team, and who demonstrate a strong committment to their work.
Duties & Responsibilities
Search Support:
Assist HRSS staff members with search coordination, as directed, including (but not limited to):
o recruitment advertising
o preparing tools/documents to support the search (Box, HR Search)
o scheduling committee meetings and interviews
o communicating with candidates and committee members
o completing visual compliance checks for all finalists
Ensure electronic search documentation is complete. This may entail accessing the information in the applicant tracking system to obtain the final approved documentation.
At the conclusion of a search, assist with the compilation of electronic personnel files/documentation, including copies of the search documentation, application materials, reference documentation, signed job description, etc.
General Office Support:
Serve as receptionist for the HRSS office, which includes screening telephone calls and visitors, answering questions based on prior experience or knowledge of unit procedures. Maintain office calendars and schedule meetings as needed.
Assist with mail, filing, file maintenance, supply room upkeep, and on-campus errands, as needed.
Review job change notices and communicate this information with appropriate staff members.
Update internal HRSS documentation based on direction from HRSS staff.
Devise forms, compose letters and compile reports from general instruction in various formats such as Microsoft Word and Excel.
Compliance Tracking:
Assist HR representatives in tracking completion of performance reviews and trainings (ANCRA, Ethics, Title IV, etc.) and update HRSS staff members as necessary for follow-up.
Purchasing:
Process procurement (P-Card) purchases related to employment advertisements and UPS package shipments for visa processing; reconcile the charges upon receipt. Complete P-Card logs and send the necessary documentation to the Engineering Business Services Center (EBSC) for reconciliation purposes.
Process earnings transfers, pay adjustments and journal vouchers in BANNER as directed by HRSS staff members when necessary.
Complete purchases in iBuy for office supplies, paper, etc. Work closely with the Engineering Shared Business Service Center (EBSC) on reconciliations or charges as needed.
Other duties as assigned.
Minimum Qualifications
High school diploma or equivalent.
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:
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Title: Office Support Associate – Engineering HRSS
Company: University of Illinois Urbana-Champaign
Location: Urbana, IL
Category:
