Office Support Specialist - NCSA | University of Illinois - Urbana-Champaign
University of Illinois - Urbana-Champaign
Location
Urbana, IL | United States
Job description
Office Support Specialist - NCSA NCSA Job Summary Provide administrative support and coordination for the day-to-day operations of NCSA groups, project/program offices, and/or affiliated centers, as assigned. This includes but is not limited to the coordination of various meetings, visits, conferences, workshops, and training events.
Duties & Responsibilities Administrative Support (60%)
- Serve as the first point of contact for staff, visitors, faculty, and students as needed.
- Maintain calendars for staff by scheduling and screening appointment requests in a timely manner.
- Attend meetings as requested to take minutes, review schedules, prioritize projects, and discuss
activities. - Prepare materials, files, and background information for meetings.
- Review incoming mail and respond to routine items independently, and distribute the remainder to the
designated staff - Process reconciliations, invoices, and travel expenditures and reimbursements for staff
- Assist with coordinating P-card and T-card purchases, including procuring items and equipment for
employees, students, faculty, as requested. - Coordinate and Maintain filing systems, records, update data as needed
Travel and Event Support (25%)
- Coordinate all office support functions for travel and event support as requested.
- Coordinate meeting and event logistics for staff, such as securing space, scheduling venues, calendar
invitations, registrations, arranging travel accommodations, preparing travel reimbursements, and
collaborating with support staff for audiovisual, catering, or other needs, as applicable.
Communications Support (10%)
- Compose confidential and/or technical correspondence and reports requiring knowledge of the
activities and procedures of the assigned groups, project/program offices, or affiliated centers, as
requested. - Review and disseminate communications and assist with promoting the visibility of assigned groups,
project/program offices, or affiliated centers through web, print, multimedia, and emerging media
Additional Duties as assigned (5%)
- Serve as backup to other NCSA administrative support staff when designated by the Office Support
Associate's supervisor, including assisting with event coordination (name tags, making sure caterers are
on time, setup & clean-up of events, etc - Perform other closely related duties as assigned to further the missions of NCSA and any assigned
groups, project/program offices, or affiliated centers.
Minimum Qualifications A Highschool Diploma or Equivalent
1. One or combination totaling 2y: A. College coursework in any curriculum: 30sem hr = 1yr/Assoc or 60sem = 18m/90 sem hours = 2y/Bachelors=3y B. Work experience performing office/clerical duties, including the use of computer systems
2. One (1) year (12 months) of work experience comparable to the second level of this series.
Preferred Qualifications 2 years of experience working at a university. 1 plus years of data entry and reporting.
Knowledge, Skills and Abilities - Proficiency with Microsoft Office software. Excellent organization and communication skills. Ability to use independent judgment to make decisions. Strong attention to detail and the ability to prioritize. Sound judgment and discretion.
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 4/15/2024. Salary is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at .
Application Procedures & Deadline Information Applications must be received by 6:00 pm (CST) on 3/31/2024. 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 Devin Scheidemantel at
[email protected] . For questions regarding the application process, please contact 217-333-2137. The salary for this position is $40,400.10 per the AFSCME 3700 union-negotiated rates.
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 : 1022567
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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