at University of Illinois in Urbana, Illinois, United States
Job Description
Office Support SpecialistCarl R. Woese Institute for Genomic Biology
Closes August 8, 2024
The Carl R. Woese Institute for Genomic Biology (IGB) is seeking an Office Support Specialist. IGB's research is organized into research themes, each of which comprises multiple laboratory groups brought together by shared scientific approaches and goals. Our research themes are connected through their overlap within three broad areas of fundamental and applied research: health and wellness, agriculture and environment, and technology and society. Our scientists participate in a variety of strategic partnerships with academic, governmental and industry partners. Themes are operationally supported by Civil Service positions.
Duties and Responsibilities
• C oordinates and expedites necessary actions regarding organizational activities and travel. Coordinate logistics of conferences and events, including advising on travel guidelines and university policy, making group travel and individual travel arrangements for research theme members, as well as non-employees and guests. Prepares and processes travel reimbursements when travelers return from their events using the university's travel and expense management system Chrome River.
• Orders office supplies, laboratory equipment, and other business purchases as requested utilizing the University's purchasing card (P-Card) or iBuy ordering system.
• Coordinates research theme activities including event planning, unit operational projects, and meetings. Accompanies the principal(s) and/or attends events/meetings, participating as requested, and assumes responsibility for composing and dispatching notices to all participants.
• Maintains the calendar for theme leader and other faculty. Schedules meetings and appointments and prepares the necessary materials. Responsible for maintaining theme conference room schedule and use.
• Serves as a liaison and resource person for the research theme(s) with internal and external units of the University. Keyboards correspondence at the direction of the faculty. In some cases, this includes confidential and/or technical material. Maintains research theme files using electronic Box folders.
• Maintains records of theme fiscal transactions and budget statements. Utilizes the University's electronic expense management system to prepare expense reports for reimbursements, honoraria, invoice payments and other items as required.
• Reviews and distributes incoming mail for research theme. Coordinates and schedules package/freight shipments.
• Monitors theme website pages and notifies IGB Communications of any needed changes.
• Perform other related duties as assigned.
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)
3. One (1) year (12 months) of work experience comparable to the second level of this series.
Preferred Qualifications
Experience in Higher Education in an office setting for a minimum of 1 year.
Knowledge, Skills, and Abilities
• Knowledge of Microsoft Word, letter generation, report formulation, e-mail communication (both on-campus and off-campus).
• Knowledge of Microsoft Excel to prepare reimbursement forms, budgeting documents and the like.
• Ability to act with initiative and make independent decisions with a minimum of direct supervision.
• Strong communication and interpersonal skills.
• Skills, including sentence structure, grammar, spelling and punctuation required to enable the employee to perform corrections of those items in letters, manuscripts, etc., for faculty and students for whom English is a second language.
• Ability to communicate with and obtain cooperation from personnel in other offices.
• Ability to develop and maintain strong working relationships with colleagues.
• Ability to plan work with changing priorities and work under pressure.
• Ability to act with discretion when handling sensitive or confidential information.
• Ability to exercise good judgment in fulfilling job obligations.
Physical Requirements : The work involves sitting for long periods of time.
Work Environment : This is a Hybrid position upon completion of probationary period. The employee works in a semi-private office which is frequently visited by faculty distributing work and instructions for each job, graduate and undergraduate students requiring help or information, fellow non-academic employees from various floors who also need help or information and occasionally the general public needing assistance. Complicated, stressful situations, which require the exercise of tact, poise, expertise, and good judgment, are frequently encountered.
This is a full-time (100%) Civil Service Office Support Associate position. appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. The minimum salary for the Office Support Specialist classification 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 .
We are unable to sponsor an employment VISA or take over sponsorship for an employment VISA for this position now and in the future. Candidates must be authorized to work in the United States with no VISA sponsorship.
Applications must be received by 6:00 PM on August 8, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. 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. For further information about this specific position, please contact Jana Lenz at janalenz@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: 1025888
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
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