Office Support Specialist - Veterinary Medicine Administration - 1024967-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• Provide service to BSC customers, including Vet Med faculty and staff
  • Assist with scheduling business travel for faculty and staff, including airline, rental car, business meals, and lodging, and assist with travelers' reimbursements.
  • Advise faculty and staff about business and financial policies and procedures, including travel policies and procedures, to ensure compliance with established University and departmental guidelines and regulations.
  • Complete Chrome River expense reports on behalf of faculty and staff and assist with processing reimbursements for students, faculty, staff, and non-employees.
  • Answers routine inquiries from internal and external constituents and refers complex inquiries to designated staff such as the Senior Procurement Coordinator.
  • Work to resolve issues by interpreting, explaining, and justifying departmental, college, and university policies and procedures.
• Assists with Business and Finance Transactions
  • Process requests to purchase goods and services using iBuy and university-issued credit cards (P-Card and T-Card) as applicable.
  • Review vouchers, requisitions, purchase orders, and other transaction documents for completeness, accuracy, availability of funds, appropriateness of transaction, and conformity to policies, procedures, and/or contractual agreements.
  • Assist with correcting and/or revising transaction documents, including processing non-conforming orders, canceling and replacing Purchase Orders, and vendor setup/registration.
• Perform general office functions under the supervision of the Assistant Director of BSC
  • Assist researchers with arranging and scheduling package/freight shipments.
  • Prepare receipts and departmental deposits.
  • Review incoming mail and service requests, responding to routine items independently, and distributing complex inquiries to designated staff.
  • Review invoices and statements, verify information, ensure funds are available, and, as applicable, resolve payment issues with requesting units, OBFS offices, and campus offices.
• Perform other duties as assigned appropriate for this classification

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.

• Ability to multi-task and work with multiple competing priorities, often in a fast-paced team-oriented environment and often with interruption.
• Strong organizational skills.
• Ability to determine the priority of work tasks and to work independently while taking initiative.
• Effective oral and written communication skills with accuracy and strong attention to detail, including using correct grammar, spelling, punctuation, and tone. Excellent proofreading skills.
• Demonstrated proficiency in Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook. Ability and willingness to learn new computer applications.
• Strong interpersonal and communication skills that reflect professionalism, courtesy, tactfulness, and respect toward others.
• Ability to represent the unit in the highest professional manner when interacting with faculty, staff, students, and visitors.
• Ability to use standard office equipment such as computers, phones, photocopiers, and filing cabinets. Ability to move files, open file cabinets, and bend or stand as necessary.
• Ability to perform simple bookkeeping functions.
• Must be able to work independently and collaboratively and exercise good judgment and discretion.