Office Support Assistant - ACE

Duties & Responsibilities

Administrative Support

• Onboarding and offboarding of faculty and staff: Business cards, Keys, Phone lines, Door names, Mailboxes, Website directory, My.Aces, Maintain picture board
• Mail distribution
• Department parking spot management (scheduling & towing)
• Request keyless entry for individuals to the computer lab
• Maintain the seminars information on the ACE Dept website
• Work with seminar team leaders to assist with weekly seminars (food, logistics, etc.)
• Communicate with F&S to schedule needed requests and help coordinate projects
• Monitor and solicit the completion of annual reports, conflict of interest forms (RNUA), ethics training, harassment training, and all other required training
• Support faculty with printing (posters, tests, etc.) and shipping
• Reserve and/or approve conference room usage by ACE faculty and staff for 426 & 323 Mumford Hall

Business & Inventory Support

• Administrate biennial inventory process for ACE inventory
• Submits advertising for searches
• Administrate surplus and disposal of U of I property
• Process and tag new inventory acquisitions for the ACE Dept. in FABWEB
• Work in Pinnacle to manage Phone Numbers for ACE employees
• Serve as P-card reconciler and iBuy approver for department staff as required
• Support for access to rooms (keys)

Hospitality Coordinator

• Greet/assist visitors in 326 Mumford Hall Main Office (students, parents, faculty, guests, etc.)
• Send flowers/gift memorials
• Answer general questions about ACE over email and from visitors
• Answer departmental phone line and assist with callers' inquiries
• Help with events (seminars, parties, meetings, candidate interviews, etc.): Order food/refreshments, Reserve event rooms, prepare contracts with caterers

Other duties as assigned