Office Support Specialist-Hybrid

Office Support Specialist-Hybrid Vice Pres Econ Dev and Innov System office jobs such as this one are not eligible for referral program Job Summary Under direction, perform a wide variety of secretarial functions in support of operations and services administered by the Office of the Vice President for Economic Development and Innovation (VPEDI), which requires knowledge about overall VPEDI activities, applicable University and departmental polices, and established office procedures.
Duties & Responsibilities Responsible for coordinating scheduling of VPEDI IIN activities including working committees, subcommittees and work group activities including: schedule meetings, conference calls and other events when participants are specified, utilizing Outlook, Microsoft Teams, email and phone calls.
Responsible for scheduling Associate/Assistant Vice Presidents.
Responsible for providing office support assistance to the Associate/Assistant Vice Presidents for Economic Development and Innovation to facilitate VPEDI activities, and to support a variety of related office functions to meet daily operational needs including assisting VPEDI administrative officials/professional staff.
Provide assistance as needed to support other VPEDI operations and services to ensure daily operational needs are met including processing messages of administrative officials/professional staff to ensure they are retrieved, sent, and/or distributed in a timely manner; planning/coordinating departmental mailings and overnight deliveries via USPS, campus mail, and UPS; coordinating photocopying needs of administrative officials/professional staff; initiating communications to provide/obtain information to facilitate VPEDI activities; and performing other office support functions.
Assist with scheduling travel arrangements for VPEDI administrative officials/professional staff including transportation and hotel accommodations, which requires knowledge about travel policies and procedures to ensure compliance with established University and departmental travel guidelines/regulations.
Complete Chrome River expense reports on behalf of the principals and assist with organizing receipts for reimbursements.
Responsible for the accurate and timely Chrome River entry of P-card and T-Card transactions.
Maintain electronic and paper filing systems of VPEDI correspondence/documents that contain confidential information (confidential information includes budget information for the System Office, the campuses, pending litigation, confidential information related to University contracts, and highly confidential restructuring documentation), and perform related activities including: scanning all paper documents into the electronic filing system; updating active and inactive file listings and retrieving correspondence/documents as requested.
Maintain office/supply inventory and process on-line orders from via iBuy, iStores, and Amazon Business, to ensure the availability of adequate quantities for daily operational use.
Assist with the VPEDI supply inventory at Chicago and the Urbana offices.
Maintains order inventory specifying the most utilized supplies at each location and for each principal.
Assess and process inquiries from persons seeking assistance from VPEDI to effectively address their needs and/or ensure they are appropriately directed to another person/office for response, which requires the ability to learn the proficiencies and knowledge base of the VPEDI professional staff to assess the appropriate staff member to engage.
Perform other assigned duties appropriate for an Office Support Specialist classification.
Additional Physical Demands Work is performed in an office setting and is sedentary for the most part.
No unusual physical exertion is required.
Occasionally, documents must be delivered to campus or other local addresses; some non-local travel may be required for special events.
VPEDI is an executive-level Minimum 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.
One (1) year (12 months) of work experience comparable to the second level of this series.
Knowledge, Skills and Abilities Ability to work under supervision in support of the Office of the Vice President for Economic Development and Innovation.
Ability to learn routine office support tasks which require knowledge of University policies.
Excellent attendance, interpersonal skills and ability to prioritize work under supervision are required.
Ability to identify/inform the Business Administrative Associate about workload issues in a timely manner is integral to the successful operation of VPEDI.
Advanced computer skills to proficiently perform assigned duties and responsibilities using Microsoft programs/applications including: Word, Excel, Access, Outlook, Teams, and Internet Explorer.
Proficiency with office equipment or ability to learn how to operate photocopiers, printers, digital scanners, and Polycom system.
Keyboarding, grammar, and proofreading skills.
Excellent verbal and written communications skills to interact effectively with University and departmental officials/staff and other persons seeking assistance from VPEDI.
Strong interpersonal skills that reflect professional competence, courtesy, tactfulness, and respect toward others, along with the ability to work well under pressure with multiple interruptions.
Difficulty: Due to the broad-based nature and volume of VPEDI activities, workload pattern is unpredictable.
Position is assigned a wide variety of secretarial duties and support functions to meet the daily operational needs of VPEDI, and to provide effective assistance to the Business Administrative Associate.
Must be able to work independently and collaboratively, and exercise good judgment and discretion in handling/processing information that is confidential and sensitive.
Personal Relationships: Position interacts with University and departmental officials/staff and other persons to obtain/provide information related to VPEDI operations and services.
Essential that communication with others (accomplished via correspondence, in-person, phone, and e-mail) is conducted in a professional manner.
Strong interpersonal skills are required to develop and maintain effective working relationships.
Work performance and business conduct must reflect integrity, and align with the University's highest standards of excellence.
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.
The minimum hourly rate for this position is $20.
718 and the hourly rate is commensurate with experience and qualifications.
We are unable to sponsor an employment VISA or take over sponsorship for an employment VISA for this position now and in the future.
Candidates must be authorized to work in the United States with no VISA sponsorship.
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 (CST) on April 8, 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 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 Amanda at abubo2@uillinois.
edu.
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 accessibility@illinois.
edu.
Requisition ID: 1023651 Job Category: Administrative Support Apply at: https://jobs.
illinois.
edu