Office Support Specialist - Industrial & Enterprise Systems Engineering | University of Illinois - Urbana-Champaign
University of Illinois - Urbana-Champaign
Location
Urbana, IL | United States
Job description
Office Support Specialist Industrial and Enterprise Systems Engineering (ISE) The Grainger College of Engineering University of Illinois Urbana-Champaign The department of
Industrial and Enterprise Systems Engineering in The Grainger College of Engineering seeks applicants for an
Office Support Specialist position. This position provides office support for the dynamic Industrial and Enterprise Systems Engineering (ISE) department and functions as an agent of ISE by performing administrative support duties for faculty, staff, students, and guests.
Duties and Responsibilities: ISE office support:
- Serves as first point of contact for ISE faculty/students/and guests.
- Orders office supplies and maintains orderly storage areas, inventory, and disposes items to surplus.
- Maintains a functional office and kitchenette. Works collaboratively in a shared office space.
- Maintains various conference rooms and shared working spaces & ISE parking calendars; Work with IT on these common shared areas technical needs. Work with facilities manager & building service worker on facility's needs. This includes key inventory and swipe access with the facilities manager.
- Sorts, notify and distribute mail and packages.
- Receives ISE purchases in portal and manages red tagging systems for items under $2500.
- Maintains all aspects of the ISE general email inbox and answers ISE main phone number connecting calls to respective parties. Maintains RightFax mailbox.
- Maintains Pinnacle (phone tree system) and requests new phone numbers.
- Maintains ISE directory, seating chart (includes emergency exits etc.), and occupant list.
- Participates in safety-related meetings, trainings, and events.
- Supports department-wide events and meetings.
- Maintains filing systems and confidential records.
- Assists with email list serve management.
- Assists with webtool projects as requested.
- Assists colleagues with various department related projects and events.
- Maintains display cases & signage.
Faculty and students' support:
- Assist faculty with copies for classes and tests.
- Coordinate and supervise make-up quizzes or exams for faculty.
- Purchase faculty memberships and conference registrations.
- Maintain supplies for test taking including ordering test booklets and scantrons
- Assisting faculty with various classroom set up needs and contacting IT as needed.
- Help faculty & students with printer needs.
- Ordering of F&S carpool rentals for students as needed.
- Answering students' general questions and/or directing them to the Academic office.
- Other assistance to Faculty as needed.
Department procurement support:
- Assist faculty in various miscellaneous purchases. Serves in a team with Engineering procurement shared services and faculty's graduate students.
- Assist in reconciling expense reports for the department as delegate user.
- Assist in guests' travel arrangements and reimbursements, which includes faculty candidate search, as needed.
- Assist in event planning activities which includes financially securing venues, caters, and various other expenses pertaining to the event.
- Assist with travel arrangements and reimbursements for faculty.
- Maintains the department P-card/T-card and keeps accurate Chrome River expense reporting.
Other related duties as required to support the mission of the department.
Minimum Qualifications: - High school diploma or equivalent.
- 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.
Knowledge, Skills and Abilities: - Knowledge of various office machines; Windows-based computers and large production copiers. Knowledge of Microsoft Outlook, Word, Excel, as well as Microsoft Access, and the position may involve advanced training.
- Knowledge of generally accepted office procedure and protocol according to UI Policy and Procedures and Gregg Reference Manual. OBFS Certified Business Administrator preferred.
- Knowledge of grammar, spelling, and punctuation, sentence and paragraph structure, and formatting.
- Knowledge and experience with building and related maintenance issues preferred but not required.
- Skill in superior interpersonal communication for interaction with a large and diverse population.
APPOINTMENT INFORMATION This is a full-time Civil Service
Office Support Specialist position appointed on a 12-month service 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 ($20.72/hour). Employees hired into this position will be expected to work onsite on a full-time basis. Work authorization is not available for this position.
APPLICATION PROCEDURES AND DEADLINE INFORMATION Applications must be received by 6:00 pm (CST) on
March 27, 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 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 Stacie Mertes at
[email protected] . 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
[email protected] .
Requisition ID : 1023467
Job Category : Administrative Support
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About University of Illinois - Urbana-Champaign
The University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement. With our land-grant heritage as our foundation, we pioneer innovative research that tackles global problems and expands the human experience. Our transformative learning experiences, in and out of the classroom, are designed to produce innovative alumni who desire to make a significant, societal impact.
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