Office Support Specialist - 1029783-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• Assist the Director in overseeing WRC budget; maintain day-by-day records of unit transactions, act as primary purchaser for the unit. Manage and maintain all records of the unit's fiscal transactions and funding involving a variety of accounts and provide advice regarding the appropriateness of requested expenditures with regards to budget. Manage the processing of T & P cards, journal vouchers, receipts, invoices and requisitions, process work orders, maintain accurate and timely records. Process contracts for service & honoraria, manage funding board applications. Initiate orders for computer equipment and repair, and office furniture. Requires knowledge of WRC accounts to ensure proper account is assigned the charge for the supplies.
• Supervise and coordinate all operations and activities for the smooth functioning of the office including opening and closing procedures. Serve as the primary information source for activities involving the WRC. Maintain WRC calendars, email inboxes and respond to inquiries as needed. Oversee unit space reservation system.
• Greet visitors, screen calls, provides general information and makes appropriate referrals and appointments with staff members; disseminates general office information and materials, including checking out books and other resource materials.
• Coordinate unit projects, meetings, conferences. Assist with coordination and scheduling events by reserving space and equipment, reviewing policies and procedures, gathering cost estimates, contracting with speakers, etc.
• Act as assistant to the Director; sign documents/act as proxy for the Director as needed, draft initial responses, compose correspondence and reports requiring knowledge of the activities of the principle and/or the procedures of the unit. Maintain calendar of operating or administrative commitments, notify the Director and/or affected staff of deadlines. When needed, attend meetings in the Director's stead.
• Secure complex university business travel and confirm related visits for staff, students, and guests.
• Plan, organize, assign, and review work assignments for the unit's student staff and volunteers and participate in their selection, training and evaluation in collaboration with the Director and other staff.
• Maintain comprehensive files and records systems, which may include confidential materials in accordance with confidentiality and compliance policies and ethics with an acute awareness of FOIA regulations and create and update WRC Policies and Procedures Manual per University Compliance.
• Maintain well-stocked workplace, order office and kitchen supplies using I-Buy and P-Card. Manage catering orders for WRC events. Provides clerical support for staff and serves as a liaison between WRC and external entities in order to facilitate the variety of activities and programs underway. Ensure facilities are in good working order, coordinate with F&S and others as needed to maintain the facility.
• Manage scholarships and awards; monitor incoming donations, assist Director with maintenance of donor relations, coordinate thank-you letters and other contact as needed, assist with planning and implementation of fundraising events.
• Assist the Director with coordination of WRC events and programs on and off campus.
• 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.

• Excellent organizational skill, the ability to work with a wide variety of individual and as part of a team and an ability to operate office computers and other related equipment. An interest in and ability to learn new software applications.
• Ability to meet deadlines while working under pressure and be flexible with job priorities.
• Ability to exercise judgment on priorities for work activities and work with detailed data.
• Understanding of confidentiality and sensitivity required in dealing with students, student records and other information pertaining to their cases or situations.
• Familiarity with campus and community services.