Office Support Associate - Engineering Administration

Office Support Associate

The Office of Undergraduate Programs in The Grainger College of Engineering seeks applicants for an Office Support Associate position. This position is responsible for providing operational and administrative support for the Office of the Associate Dean for Undergraduate Programs in The Grainger College of Engineering. The Undergraduate Programs Office within The Grainger College of Engineering serves as the central hub for academic resources & advising, degree progress, specialized programs (Engineering Pathways, Grainger First Year Experience, Morrill Engineering Program, Women in Engineering, etc.) experiential learning (undergraduate research, study abroad, career services, etc.), and registered student organization (RSO) support. Responsibilities include coordinating communications, scheduling, student support services, and daily office operations while serving as a primary point of contact for students, faculty, staff, and visitors in support of undergraduate student success.

Duties and Responsibilities:

Communicate with Stakeholders

• Serve as a primary point of contact for students, faculty, staff, and external constituents by responding to inquiries, interpreting unit policies and procedures, and resolving issues independently. Support communications related to college events and activities involving more than 90 engineering student organizations, including Engineering Open House, one of the largest student-run events on campus.
• Research and coordinate solutions for complex or non-routine inquiries.
• Prioritize, respond to, and/or route incoming emails sent to the general Undergraduate Programs Office (UPO) inbox to appropriate personnel. Exercise judgment to identify matters requiring escalation to Assistant Deans or to the Associate Dean as necessary.
• Respond to emails and phone calls directed to the Undergraduate Admissions & Recruiting team. Answer questions whenever possible and redirect to others as appropriate.
• Assist with physical mailings of postcards, letters, and packages to perspective and admitted students.
• Sign in visitors and students to the Undergraduate Programs Office space in 206 EH. Gather facts and verify information by accessing confidential electronic records so that the Deans, counselors, and staff can advise and accurately counsel students. Analyze and make determinations to direct students to appropriate staff and resources.

Records Maintenance

• Maintain Undergraduate Programs information across several Undergraduate Program Office websites by updating dates and deadlines each semester. Maintain and distribute current department contact list and ensure UPO mailing lists for UPO remain accurate and up to date.
• Create and edit entries for events in the Slate system for tracking interactions with perspective, admitted, and accepted students.
• Enter and update student data in Slate based on interactions with the Admissions & Recruiting team or other UPO groups.
• Assist the Transfer Programs team with student data tracking using ugradrecs and other systems.
• Reconcile financial documents in support of the Admissions and Recruiting team.
• Coordinate the receipt, distribution, and tracking of departmental mail and official correspondence.

Scheduling

Schedule and coordinate room reservations for multiple conference rooms in Engineering Hall for multiple stakeholders.

Maintain calendar supporting visitor sessions for prospective students, including Parkland Pathways, and their families. Coordinate with academic deans, advisors, and other staff to schedule appropriate speakers at visitor sessions.

Coordinate counseling appointments for the clinical counselor and DRES staff, as well as for the embedded counselors.

Inventory Maintenance

Maintain and order supplies for general use in the Undergraduate Programs Office using the IBUY ordering system.

Maintain informational displays in Engineering Hall, including replacing materials and maintaining the display area. Order all informational inventory. Interact with departments, campus offices, and student groups to ensure the proper disbursement of these materials.

Other Duties as Assigned

Assist with printing and mailing of the Dean's List.

Complete special projects as requested from other UPO offices.

Provide coverage and support in other UPO offices as needed.

Minimum Qualifications:

1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) months from the categories below:
1. College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
• 30 semester hours equals one (1) year (12 months)
• Associate's Degree (60 semester hours) equals eighteen months (18 months)
2. Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills and Abilities:

• A thorough understanding and knowledge of the requirements, policies, and procedures of The Grainger College of Engineering that pertain to undergraduate students, as well as a general knowledge of University procedures and structure.
• Knowledge of office routine, equipment, telephone etiquette, and the many functions of the office.
• A strong desire to help students and a commitment to respect the confidentiality of students and staff.