Office Support Specialist - UB/SSS - 1025688-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• Administrative Support
  • Serves as administrative support for the Assistant Directors for TRIO Upward Bound and TRIO Student Support Services, Upward Bound Precollege Advisors and Student Support Services Student Success Advisors.
  • Responsible for providing administrative and operational support which includes, but is not limited to:
  ◦ Provides an array of clerical support including reception, data entry, word processing, photocopying, filing, proofreading, etc.
  ◦ Serves as a resource for office inquiries and provide assistance for OMSA students and stakeholders as they navigate our services and processes.
  ◦ Manages calendars; schedule meetings, events, catering, and travel arrangements; answering and screening telephone calls; and reviewing and distributing incoming correspondence.
  ◦ Coordinates logistical arrangements related to program events, school visits, and travel.
  ◦ Assisting with processing and maintaining program and office inventory (e.g., equipment, keys, furniture, etc.)
  ◦ Assists with preparing reports and correspondence utilizing a variety of software and databases.
  ◦ Maintains departmental records in accordance with university policy.
• Purchasing • Perform departmental purchasing utilizing University systems including T-CARD, P-Card, I-Buy, JVs, requisitions and contracts. • Complete staff and group travel purchases. • Assist in with fiscal reconciliation. • Serves as a P-Card and T-Card holder. • Assist program staff with proper reconciliation of expenses.
• ADDITIONAL RESPONSIBILITIES FOR ALL STAFF
  • Creating and sustaining a welcoming, learning environment that meets the needs of students and visitors.
  • Contributing to the department by helping with the planning of, participating in, and/or attending department events and activities.
  • Recommend areas and processes that need improvement to the leadership.
  • Participating in assessment activities as requested. Increasing the internal and external visibility of the department by serving on appropriate committees, councils, task forces, boards, associations, etc. as requested.
  • Continuing professional development by seeking training and other opportunities as appropriate.
  • Other duties as assigned.

• Experience providing administrative support, utilizing standard office equipment, and an ability to learn new technology and office needs change.
• Experience with Microsoft Office.
• Experience with University Business systems (e.g. BANNER, Chrome River, P-Card, Web tools).
• Experience arranging group travel and/or small and large group events.
• Experience working with individuals and families from diverse backgrounds (i.e., first generation, historically under-represented, low-income, TRIO, or Gear Up).
• Experience maintaining records.

• Microsoft Office Suite and office standard office equipment (e.g., computer, photocopier, fax machine, etc.).
• Ability to balance multiple tasks and priorities while completing assignments in a timely matter.
• Ability to research, gather and organize information and materials from a variety of sources.
• Excellent organization and communication skills.
• Adaptability and good problem-solving skills.
• Maintains confidentiality
• Strong attention to a variety of details and must be well organized.
• Able to work with culturally diverse groups and varied audiences, both internal and external to the University.