Administrative Skills, Card Processing, Conferences, Email Management/Administration, Establish Priorities, File Maintenance, File Management, Intranet, Mail Processing, Order Supplies, Purchasing/Procurement, Student Housing, Telephone Skills, Travel Planning
Duties & Responsibilities
Reception and Clerical
- Maintain confidential information received in strict confidence and exercise a reasonable degree of care to prevent disclosure to others.
- Screen calls and visitors; prioritize and escalate internal and external communications - respond to routine inquiries, requests and minor problems.
- Manage the University Housing Administration email box and coordinate responses (i.e., read, assign for response, follow-up for completion).
- Maintain displays, room usage and digital signage.
- Create room reservations.
- Review incoming mail and packages (retrieve, sort, read, distribute), and prepare outgoing mail.
- Assist with creation and review of general correspondence.
- Assist with calendar-related items (create, update, cancel). • Assist with meetings, conferences/events and travel arrangements.
Document & File Management
- Prepare, research, proof, save and archive printed and digital communications and information for unit operations.
- Assist in the maintenance of comprehensive files and record systems.
Department-Wide Operational/Coordination
- Provide assistance to all University Housing units for special projects, events and programs.
- Assist with the management of the University Housing vans (i.e., respond to general inquiries, assist with check-in/check-out process, submit maintenance requests).
- Coordinate University Housing jacket and t-shirt distribution for new staff (i.e., respond to requests, track inventory).
- Assist with the University Housing Driver Approval process (track, save, follow-up).
- Assist with the maintenance of departmental organizational charts (solicit updates, update documents, submit for posting to University Housing intranet).
- Serves as back-up for the University Housing Courier.
Purchasing
- Track, order and receive office supplies using purchasing systems (i.e., iBuy, P-Card, T-Card, Chrome River).
- Act as a delegate for Administrative Assistant and Administrative Aide for P-Card and T-Card transactions in Chrome River.
Perform other duties as assigned.
U
University of Illinois at Urbana-Champaign