at University of Illinois in Urbana, Illinois, United States
Job Description
Office Support SpecialistUndergraduate Programs - Gies College of Business
Gies College of Business at the University of Illinois invites applications from qualified individuals for a 100% full-time Office Support Specialist - in the Department of Undergraduate Programs.
At Gies, we believe in being a place of inclusion and equity, a place where all can succeed. This position must be attentive to the College's commitment to diversity, inclusion, and equity and ensure it is being implemented throughout projects and activities. For more information about Gies Business, visit https://inside.giesbusiness.illinois.edu/work-at-gies .
Become an Illinois professional at the University of Illinois Urbana-Champaign (UIUC) and be part of a dynamic and diverse community dedicated to making a positive impact on both local and global scales, advancing knowledge, and fostering creativity. Learn more about why YOU should join us at UIUC.
The University of Illinois offers a wide variety of benefits, including paid leave and holidays:
https://www.hr.uillinois.edu/benefits
https://www.hr.uillinois.edu/leave
https://www.hr.uillinois.edu/leave/holidays
Job Summary
This position performs administrative support duties for the Gies College of Business Office of Undergraduate Programs. This Unit serves over 3,000 students in the undergraduate program and 1,200 students pursuing a minor in Business.
Duties & Responsibilities
- Provide administrative and event support (space, purchasing, food, setup) for Office of Undergraduate Programs.
- Work with unit and external Gies College of Business staff to obtain information and compile the weekly Gies at a Glance Newsletter. Prepare and update Gies Groups News Section/Announcements in association with the events contained in the newsletter.
- Provide course scheduling duties for Office of Undergraduate Programs-led BUS courses. Responsible for reserving rooms and determining enrollment capacities, determining dates/times, and researching course descriptions and restrictions to be viewed in campus Course Explorer. Requires communication and collaboration with other employees within OUP and units across campus to ensure listing completion and accuracy
- Greet visitors and callers to Office of Undergraduate Programs (including students, parents, professionals, etc.). Determine needs of visitor/caller and assist them towards resolving routine inquiries, requests, or p5roblems.
- Compile and prepare Bottom Line Submissions where necessary. Ensure that necessary additions to the Gies at a Glance email list are requested and completed
- Coordinate basic logistical arrangements relating to conferences, meetings, and travel for the entire OUP unit
- Schedule student appointments with deans, assistant and associate directors, coordinators, and records officers where necessary
- Assist other office support staff on tasks such as Facilities and Services event requests, phone coverage, front desk coverage, and other office needs as assigned -
- Create and submit payment for OUP P-Card transactions.
- Perform other duties as assigned.
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.
Preferred Qualifications
At least one year office support experience comparable to that performed at the Office Support Associate level or in other positions of comparable responsibility; knowledge of office support and general office practices and procedures.
Knowledge, Skills and Abilities
- Strong oral and written communication skills.
- Working knowledge of PCs and software.
- Ability to handle many telephone lines at once with no error in transferring or directing calls.
- Working knowledge of Campus Administrative Manual policies and guidelines.
- Ability to use office software packages; ability to work independently and exercise judgement to solve problems or answer questions
- Exercise good judgement in scheduling work priorities under general guidance to ensure that the work assigned is completed in a timely manner.
- Ability to work in an environment with regular interruptions, changing deadlines and priorities, and varying workloads.
- Ability to exercise integrity, discretion, maintain confidentiality and willingness to learn new skills and improve productivity
- Ability to deal with interruptions and distractions to meet day-to-day deadline
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 search close date. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. The budgeted salary for the position is $40,400.10. 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 Tuesday, August 20, 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 porche@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 : 1026126
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
