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Location

Urbana, IL | United States

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Job description

Office Support Specialist

Illinois Global Institute

University of Illinois at Urbana-Champaign

Job Summary
On a shared basis, provide a wide variety of office support tasks to the Directors and staffs of the two Centers and support for the teaching, research, and engagement activities organized by and relevant to the two Centers.

Duties & Responsibilities

• Responsible for ensuring all financial payments are executed in accordance with University business policies
  and completed within established timelines for payment. Become proficient in the TEM system, Chrome River,
  iBuy, My UI Financials, Contracts+, inventory, and various other University platforms required effective
  business operations.
• Works closely with Director and Associate Director to ensure grant and or endowment funds are being spent in
  accordance with both University and federal and/or external grant requirements, and/or donor intent. Assist
  Director and Associate Director with issuing award letters to faculty and external organizations regarding
  annual fund allocations. Demonstrates basic fiscal knowledge of budgets and maintains up-to-date filing
  system of required receipts and back-up documentation.
• Assist with the daily operation of the Centers, working closely with the Director, Associate Director and other
  staff; act as the Directors' confidential assistant in all Center matters; maintain Directors' calendars and sign
  documents as necessary. Coordinate Center/Program meetings including securing meeting space, preparing
  agendas, and recording and distributing minutes and notify Center faculty regarding committee appointments.
• Coordinate, monitor progress of, and complete logistics, budget, travel arrangements: honoraria forms:
  reimbursement, room reservations, catering requests and other arrangements for Center events. Help arrange
  for speakers by issuing invitations to speak and following up on publicity details such as presenters' biographies
  and abstracts; assist with developing publicity and background materials.
• Receive and process confidential materials for MA admissions (when applicable) as well as grant and
  fellowship proposals.
• Provide information to students, faculty, and departments and visitors.
• Serve as point of contact between students, faculty, visitors and the general public and Center Staff. Answer
  incoming phone calls and manages Center's email account. Collect and prioritize daily postal mail and email.
  Respond independently to routine inquiries. Coordinate domestic and international shipping. Purchase supplies
  and equipment.
• With Associate Director, assist with hiring and supervisions of student employees (academic hourlies, graduate
  and research assistants).
• Have access to and maintain electronic programs related to admissions, course scheduling, inventory,
  purchasing and payroll.
• Attend and participate in campus meetings where appropriate and related to the incumbent's tasks.
• Send out weekly email announcements and other event publicity announcements across campus, maintains
  database of Center faculty, students, staff institutions and other interested individuals. Process and
  disseminates course lists for courses related study of relevant region.
• Perform other duties that may be required for the operation of the Center.

Required Qualifications


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.



Successful candidates will have the following:

• Familiarity with Microsoft Word, Excel, and Contribute computer programs, and ability to learn new ones as needed.
• Excellent command of English language, spelling and grammar.
• Ability to do efficient bookkeeping, processing of payments, and handling logistics and publicity for multiple events.
• A friendly demeanor, cooperative attitude, and good communication skills.
• Skill in maintaining office computer software.
• Knowledge of sources of information related to the Center's activity within and outside the University.
• Knowledge of Centers' activities and programs.
• Above-average writing, copyediting, and proofreading skills; Ability for making independent decisions, exercising tact and discretion.
• Knowledge of BANNER, Chrome River, TEM, iBuy, Web Tools, My UI Financials, and inventory; Familiarity with a university environment; Experience and knowledge pertaining to working in cross-cultural contexts.
• Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.

Appointment Information


This is a full-time Civil Service 3243 - Office Support Specialist position appointed on a 12 month service basis. The expected start date is as soon as possible after the deadline date. The salary for this position is set by a collective bargaining agreement and the rate for the position is $20.718/hour. Sponsorship is unavailable for this position.


For more information on Civil Service classifications, please visit the SUCSS web site at .



Application Procedures & Deadline Information


Applications must be received by 6pm (CST) on February 13, 2024. To apply for this position, please create a candidate profile at , use the Apply Now button on the posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through this website 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 [email protected] . For questions regarding the application process, please contact 217-333-2137.


For assistance with resume creation and mock interviews, please follow this link for University of Illinois Human Resources workshops (held every other week):


The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.


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 : 1022146

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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