at University of Illinois in Urbana, Illinois, United States
Job Description
Office Support SpecialistSiebel School of Computing and Data Science
The Grainger College of Engineering
University of Illinois Urbana-Champaign
Join our dynamic team at the Siebel School of Computing and Data Science! We are currently looking for a motivated individual to take on the role of Office Support Specialist. This position offers a high level of responsibility and independence, making it an excellent opportunity for those looking to grow and develop their careers.
This position will work under the direction of the Insper Program Director and the Administrative Assistant to perform administrative support duties on a day-to-day basis.
Duties & Responsibilities
- Serve as primary assistant to the Insper program Director: • Work closely with the Insper Director on a variety of clerical, administrative, and supporting tasks. Attend meetings, take minutes and participate as requested. • Answer inquiries and resolve problems that require knowledge of the policies and procedures related to both the Insper program and University practices. • Provide support for Insper faculty and students. Manage travel arrangements and itineraries for visitors hosted by the Insper program. Make airline, hotel, and conference reservations, and arrange transportation to and from destination(s). Process travel reimbursements and maintain P-Card log transactions. • Correspond with program constituents via email and virtual meetings, responding to items as appropriate. • Complete reports, which requires the gathering of information from various sources.
- Work closely with the Administrative Assistant on a variety of clerical, administrative, and supporting tasks. • Assist faculty with updating their promotion materials. • Work on projects related to the administrative functions of the school, gathering and organizing information from various sources. • Participate in training clerical staff. Prepare tasks and instructions for student workers.
- Assist Area Chairs and their related faculty in arranging events for faculty and students; facilitate travel arrangements and itineraries for Area faculty, guest speakers and faculty candidates. • Process purchasing request from students, faculty, and staff through unit's Purchasing Portal system (this includes interpreting University policies and procedures to faculty, staff and students). • Process reimbursements and reconcile purchases using Emburse Enterprise.
- • Assist faculty with arrangements for visitors to the Siebel School.
• Develop procedures and recordkeeping systems to support these administrative functions.
• Independently correspond with the faculty hosts and visitors on behalf of Siebel School.
• Serve as a resource person for Siebel School staff. - Assume additional appropriate duties to further the mission of the school.
1. High school diploma or equivalent.
2. 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:
o 30 semester hours equals one (1) year (12 months)
o Associate's Degree (60 semester hours) equals eighteen months (18 months)
o 90 semester hours equals two (2) years (24 months)
o Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
• 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.
Knowledge, Skills and Abilities
• Effective verbal and written communication skills.
• Ability to provide exemplary customer service to internal and external visitors to the department.
• Proficiency in Microsoft Office programs, email, and internet.
• Excellent organizational skills.
• Ability to interpret policies and procedures to effectively solve problems.
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 closing date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Support Specialist classification is $40,400.10 ($20.718/hour). Sponsorship for 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 May 30, 2025. 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 David Hartzell ( dsh@illinois.edu ). For questions regarding the application process, please contact 217-333-2137.
The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits .
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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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: 1030409
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
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