at University of Illinois in Urbana, Illinois, United States
Job Description
Office Support Specialist - Engineering AdministrationGrainger College of Engineering - Morrill Engineering Program (MEP)
Job Summary
This employee provides general support and assistance to the Morrill Engineering Program (MEP) and the general reception area in the office of the Associate Dean for Undergraduate Programs.
Duties & Responsibilities
- Coordinates the event planning and preparation for MEP activities, including facility reservations, banquet ordering, RSVP handling, name badge/tent/publication printing, etc. Coordinates support during events, including setup and cleanup. Provides assistance with other UPO programs with similar activities including graduation convocation.
- Guides the planning and implementation of programmatic activities by creating meeting agendas, taking and maintaining minutes of staff meetings, preparing materials necessary for action items, maintaining administrative calendars, and providing updates and notifications of deadlines.
- Serves as the primary backup for the UPO receptionist during breaks and absences and support in peak periods with heavy student visits. This includes receiving visitors to the UPO office, process clerical documents, and screen telephone calls, visitors, and email correspondence.
- Updates websites and electronic communications for the listserv, compiles relevant scholarship information from various sources, and posts information to the MEP communications blog. Supervises student staff and assigns clerical and other duties to student staff when necessary.
- Maintains a comprehensive records system for various activities, including scholarships and grants awarded, articles/publication inventory, and budget information.
- Updates recruitment and marketing materials and online presence of MEP programs. Tracks notifications and correspondence through blogs and other social media. Supports MEP's Welcome Committee as well as other recruitment and yield activities.
- Maintains student, faculty and alumni databases; prepares office correspondence, newsletters, and greeting cards; answers phone calls; and manages mail (both electronic and postal). Oversee the MEP email account, and draft initial responses to internal and external stakeholders.
- Support MEP retention activities including academic support programs, early outreach, and academic review by making logistical arrangements for room reservations, email and web communication, and organizing assessment tools (webtools forms). Drafts conference participation letters on behalf of the Assistant Dean and Director of MEP for students to participate in national and regional conferences.
- Processes travel arrangements for conference attendance by initiating the logistics and monitoring the progress of paying for registration fees, booking flights, securing hotel rooms, etc. Responsible for making p-card and t-card purchases, submitting required logs, and maintaining record of programmatic expenses. Provide similar support to other UPO staff members.
- Performs related duties as assigned.
• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the categories below:
o 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)
o 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.
Knowledge, Skills and Abilities
• Excellent organizational skills and the ability to work with a broad spectrum of people ranging from high school students to college faculty.
• Proficiency in Microsoft Office productivity software including, MS Word, Excel, and Outlook.
• Ability to learn various other computer software programs, such as Webtools, MS OneNote, and Access.
• Skill in handling confidential student and staff information and the ability to manage and communicate such information accordingly.
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 the close date. This is a bargained psoition and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Support Specialist classification is $40,400 ($20.718/hour). The person hired into this role will be expected to regularly work onsite in Champaign-Urbana. Work authorization is not available for this position.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on August 1, 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. Please upload your cover letter, resume, and names/contact information for three references. 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 Dawn Creath (dcreath@illinois.edu). 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, 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: 1025605
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu