Office Support Specialist - 1025553-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• Provides administrative support to the stakeholders, their project and peer groups and initiatives, and staff. This includes:
  - Manages calendars, schedules meetings, develops meeting agendas and supporting materials;
  - Collects, compiles, and organizes information to create and maintain group documents and reports (e.g., directories, briefing books, membership lists);
  - Gathers, provides and interprets information through the identification and selection of appropriate sources, initiating contact to clarify information as necessary;
  - Assists in the facilitation of meetings and events;
  - Makes travel arrangements for staff and external partners;
  - Coordinates and maintains task management, monitoring to assist with progress and timely completion;
  - Processes financial forms, bills, invoices, and payments, ensuring that financial transactions are appropriate and processed in office software systems according to policies and practices;
  - Handles sensitive correspondence with various stakeholder groups and with other external constituencies;
  - Maintains key contact lists for communications including web site access, list-serves, mail distributions and other communications.

• Provides administrative support for planning and delivery of virtual and in-person meetings and conferences. This includes:
  - Arranges for venue, facilities, catering, AV equipment/support, and restaurant reservations and menus;
  - Processes contracts and orders in office software systems according to policies and practices, monitoring to assist with progress and timely completion;
  - Monitors event registration, tracks and arranges for dietary and other accommodations, handles hotel block reservations and related information gathering and distribution, and produces related reports,
  - Develops tent cards, nametags, agendas and other materials, and produces hard and electronic meeting packets;
  - Tracks supplies and swag needs, records relevant information in office systems for ordering and inventory processes, and prepares for shipping or other delivery;
  - Manages process for guest travel and speaker reimbursements and gifts;
  - Acts as point of contact for meeting participants, hosts and other external partners.
• Monitors and provides information for websites, registration sites, Teams sites, listservs and other software tools, and performs related updates and communications.
• Performs other duties as assigned.

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the categories below:
  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)
  • Work experience performing office/clerical activities, including the use of computer systems.
• One (1) year (12 months) of work experience comparable to the second level of this series.

• Understanding and knowledge of the requirements, policies, and procedures of the Big Ten Academic Alliance and the University.
• Ability to operate standard office equipment such as a desktop computer, printer, copier/scanner, fax machine and postage meter.
• Ability to collect and organize complex data and develop reports.
• Proficiency in the use of various web-based applications such as SiteFinity, SharePoint, SurveyMonkey, EventSquid, Zoom and other such applications
• Familiarity with Outlook, Teams, Word and Excel