Office Support Specialist - Admissions

Office Support Specialist - Admissions College of Law Job Summary This position provides front office support, and confidential administrative services to the Office of Admissions and Financial Aid at the College of Law.
General Office Support: Primary contact for all inquiries received by the Office of Admissions and Financial Aid.
Inquiries are received from applicants, prospective applicants, parents, and schools.
Screen student inquiries from prospective students.
Screening inquiries includes passing along the inquiry to the Assistant Dean for Admissions and Financial Aid, the Associate Director of Admissions, the Associate Director of Financial Aid, or another College of Law department, as appropriate.
Manage the electronic calendar for the Assistant Dean for Admissions and Financial Aid.
This includes scheduling appointments and handling scheduling conflicts.
Request electronic calendar meetings with the Associate Directors for Admissions and Financial Aid.
Assess the needs of drop-in visitors to determine urgency and schedule appointments accordingly.
Responsible for setting up and maintaining electronic and paper filing systems which requires handling confidential information with an understanding about which documents need to be retained and in which appropriate filing system they should be placed.
This includes transferring appropriate documentation to student services once admitted students are enrolled at the College of Law.
Prepare correspondence for the Assistant Dean for Admissions and Financial Aid which includes reviewing draft documents for accuracy in punctuation, syntax, and spelling prior to printing them in final form.
Maintain inventory of supplies for the Office of Admissions and Financial Aid.
Process payments for travel expenses and registration fees related to recruiting events by use of pcard or tcard.
Assist the College of Law in administration of final exams as needed.
Assist other College of Law departments on an as-needed basis with general office duties, such as filing, word processing, and answering telephones.
Responsible for retrieving the office mail and disseminate to appropriate staff.
Support the administration of final exams and other College of Law programs and events.
Admissions Duties: Manage the office recruiting calendar to ensure dates are secured for recruiting events.
Coordinate the registration of the College of Law for attendance at law fairs, LSAC Forums, and other school visits.
Gather marketing materials, package, and send them in advance of recruiting event.
Approximately 4,500 packets are prepared and shipped in advance to 75+ sites throughout the United States hosting recruiting events that will be attended by the Assistant Dean for Admissions and Financial Aid, the Associate Director for Admissions, and other College of Law representatives.
Schedule and coordinate visits for prospective and admitted students, including taking a tour with an admissions ambassador, sitting in on College of Law classes, and meeting with an admissions representative.
Responsible for initial review of applications to College of Law.
Make sure addresses and emails are correct for future use in sending decisions.
This may range from 1200-1500 applications per year.
Responsible for sending applicants an email with login and password so they are able to check the status of their application.
College of Law applications are received electronically through the Law School Admission Council (LSAC).
Coordinate and maintain a database of approximately 50,000 prospective applicants and for recruiting events in which the College of Law participates.
Send out decision letters and maintain files accordingly with strict confidence.
Produce reports and lists from admissions database and enter lists into Excel to allow others to access them for review.
Gather and collate materials for Admitted Student Open House and other annual recruitment events.
Communicate directly with other departments on campus to maintain awareness of current admission policies and procedures.
Oversee and schedule student ambassadors who give tours of the College and otherwise interact with prospective and admitted students.
Attend advanced training workshops through LSAC for the admissions database and other necessary training, as required.
Financial Aid Duties: Assist in managing the Loan Repayment Assistance Program (LRAP) and preparing applicant documents for review by the Associate Director of Financial Aid and the Assistant Dean.
Log and monitor appeals of scholarship amounts from admitted students.
Post outside scholarship opportunities for incoming students to the admitted student website.
Instruction Support: Assist college faculty assistants with exam administration including organizing delivery of tests, scheduling rooms, and returning completed exams to instructors.
This includes a strong emphasis on accuracy, proofreading, assembling, distribution, printing/copying, and meeting deadlines.
Assists with transmittal of final grades, which have been proofread for accuracy, to the College of Law's Student Records Office in a timely manner, and the production of final exams and processing of final grades and similar confidential information.
Additional Physical Demands Physical demands include lengthy periods of phone conversation, time spent in front of a computer.
Use of handcart to move boxes of application materials and tubs from the second floor to the first-floor mail room.
Ability to work under pressure, self-discipline and organization, as well as flexibility and patience.
Minimum Qualifications 1.
High school diploma or equivalent.
2.
Any one or combination totaling two (2) years (24 months) from the categories below: A.
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) 90 semester hours equals two (2) years (24 months) Bachelor’s Degree (120 semester hours) equals three (3) years (36 months) B.
Work experience performing office/clerical activities, including the use of computer systems.
3.
One (1) year (12 months) of work experience comparable to the second level of this series.
Knowledge, Skills and Abilities 1.
Exceptional organization skills.
2.
Excellent typing and proofreading skills with strong emphasis on accuracy.
3.
Strong interpersonal skills to maximize interaction with faculty and staff, students and parents, and other campus contacts.
4.
Maturity with respect to handling confidential matters.
5.
Flexibility and ability to handle distractions and interruptions.
6.
Knowledge of and proficiently using WordPerfect, Microsoft Word, Microsoft Excel, Microsoft Outlook, Internet Explorer, and Aces2 (specialized database for Office of Admissions and Financial Aid).
7.
Proficiency with processing of Admission Office transactions in Banner.
8.
Knowledge and respect of policies and procedures outlined for both the University of Illinois and the College of Law.
Appointment Information This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis.
The expected start date is as soon as possible after 2/5/2024.
Starting salary is $40.
400.
10.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.
sucss.
illinois.
gov/pages/classspec/default.
aspx.
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Application Procedures & Deadline Information Applications must be received by 6:00 pm (CST) on 2/7/2024.
Apply for this position using the Apply Now button at the top or bottom of this posting.
In order to be considered as a transfer candidate, you must apply for this position.
Applications not submitted through https://jobs.
illinois.
edu will not be considered.
If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.
For further information about this specific position, please contact Tish Howard lehigh@illinois.
edu at For questions regarding the application process, please contact 217-333-2137.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates.
Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process.
Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.
edu.
Requisition ID: 1022490 Job Category: Administrative Support Apply at: https://jobs.
illinois.
edu <