Overview
Office support associate – office of office of diversity equity Jobs in Urbana, IL at Universtiy of Illinois UrbanaChampaign
Office Support Associate -Office of the Dean & Office of Diversity, Equity & Inclusion
Gies College of
Business
Job Summary
The Gies College of Business seeks an Office Support Associate to support the
Office of Diversity, Equity, and Inclusion and the Office of the Dean. The Office Support Associate will be responsible for supporting DEI
initiatives within the college. The Office of DEI works with students, faculty, staff, and external audiences such as alumni, community
members, and corporate partners. In supporting the work of this office, the person in this role will touch every unit in the college.Duties & Responsibilities
Office Support
Responsible for coordinating 1:1 meetings on behalf of the Associate
Dean for Equity (DEI), and Associate Dean for Finance and Administration (OD); coordinating general meetings on behalf of DEI and maintaining the DEI calendar of events.
General reception which includes triaging phone calls coming into the Office of the Dean as
appropriate.
Attends meetings with the members of the unit staff and participating upon request.
Create agendas for meetings,
transcribing meeting minutes as directed by Associate Dean for DEI or Associate Dean for Finance & Administration.
Creates,
updates, revises, and retrieves files, records, and department contacts for the office of DEI and the office of the Dean, which includes confidential information.
Reviews unit incoming mail and email, responding to routine items and distributing remainder to other
appropriate staff.
Triage phone calls coming into the Office of the Dean as appropriate
Reserve conference room and parking spaces
Assists Shared Services team in coordinating academic and administrative search interviews (virtual and in person)
Assist HR Shared
services team with I-9 processing as needed.
Purchasing Support
– Serve as primary contact to Gies BUS Partners
collaborating on procurement, inventory, and expense reimbursements needed for DEI by initiating transactions and providing necessary
information and documentation in accordance with University and College policies and procedures.
– Maintain Dean’s Office storage
room and coordinates the orders of supplies as necessary
– Rent equipment and make purchases using a PCard and a TCard and submit
expense processing documentation such as receipts and Business Purposes.
– Orders, tracks and distributes office supplies.
–
Makes travel arrangements as needed for the office for conferences and other work engagements
– Arranging travel for speakers, college
stakeholders and college guests: transportation, meeting space, hotel, etc.; arranging catering for Office of DEI events.
Programming Support
– Support the implementation of miscellaneous departmental programming such as meetings, conferences,
events, and seminars.
– Book rooms for meetings and events in the EMS system.
– Collaborate with the Gies Business Office for
Office to arrange for payment of vendors (rentals, catering, supplies etc.) for any DEI events
– Assist in setting up and cleaning up
of DEI events
– Data Support
– Retrieves, compiles and organizes data from recurring reports.
– Update staff
titles within digital measures at the instruction of HR Shared Services
– Maintain Service In Excess Routing que and spread sheet for
Dean’s Office
Additional Physical Demands
The position may involve periods of remaining stationary, using …
Title: Office support associate – office of office of diversity equity
Company: Universtiy of Illinois UrbanaChampaign
Location: Urbana, IL
Category:
