Office Support Assistant - Mechanical & Industrial Engineering

Office Support Assistant

The Office Support Assistant provides essential administrative support for the daily operations of the departmental business office. This role is responsible for handling purchasing activities, processing reimbursements, reconciling financial transactions, and coordinating seminars. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently to ensure smooth and accurate office operations.

Duties & Responsibilities:

• Process order requests from faculty, staff, and students via i-Buy system, over the phone, and online.
• Serve as liaison with the Purchasing Department. Answer vendor, faculty, staff and students' inquiries regarding order status and university purchasing policies and procedures
• Manage business office transactions, including Purchasing Card and Travel Card transactions, reconciling, processing reimbursements and payments to vendors and students via the Chrome River system.
• Serve as liaison with university Payables and Corporate Card Office
• Coordinate travel arrangements for faculty, staff, students, and departmental visitors.
• Create, update, revise and retrieve files and records, which may include confidential materials.
• Generate departmental forms, labels, codes and miscellaneous vouchers to facilitate departmental functions and modify existing files to better implement office guidelines and procedures.
• Perform other related duties and participate in special projects as assigned.

Minimum Qualifications Required:

1. High school diploma or equivalent.
2. Any one or combination totaling six (6) months from the categories below:
1. College coursework in any curriculum as measured by the following conversion table or its proportional equivalent: 15 semester hours equals six (6) months
2. Work experience performing office/clerical activities, including use of computer systems.

University of Illinois