Office Support Specialist - Industrial & Enterprise Systems Engineering
University of Illinois

Job Info

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Office Support Specialist

Industrial & Enterprise Systems Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The department of Industrial & Enterprise Systems Engineering (ISE)in The Grainger College of Engineering seeks applicants for a Office Support Specialist position. This position provides general administrative and operational support for ISE faculty and various areas within Industrial and Enterprise Systems Engineering (ISE). This includes research related support, event organization, course material preparation and proposal preparation.

Duties and Responsibilities:

Faculty Support -

• Receives and prioritizes incoming work from and provides assistance to faculty; composes letters, memos, reports, forms, charts, or other documents from oral instructions or notes; copies and assembles materials, packets, etc. to meet frequent immediate and/or short-term needs.

• Provide non-technical/editorial support of manuscripts, research proposals, technical reports and technical journal articles. Compose letters/documents as directed by faculty on their behalf or for their signature.
• Reviews outgoing materials for completeness, attachments, dates, and signatures. Composes general correspondence and written material; review and edit documents for appropriate spelling, punctuation, syntax and format.
• Manages complex calendars, arranges for meetings, appointments and travel arrangements. When necessary, make/change meetings as necessary. Obtain needed information for meetings as needed and advise/remind of details. Assists in coordinating faculty or departmental events, including conferences, seminars, and colloquia.
• Assist with scientific journal or conference editorial responsibilities when necessary.
• Assists faculty with website maintenance. Keeps website current, determines sources of and compiles information for updates and input.

Area Support -

• Event coordination and support
• Assist with Engineer in Residence (EIR) class logistics.
• Retrieve, update and manage records in the TED system.
• Assist with alumni and corporate acknowledgements.
• Communication and content creation including but not limited to newsletters, webpages, forms, surveys, email announcements, and promotional materials.

Travel and Purchasing -

• Support Travel related purchases through Travel request via portal, T-card pre-travel or post travel purchases, reconciling Chrome River Expense reports (with receipts). This includes travel logistics, appointments, transportation, meal and lodging.
• Support purchasing through portal requests, or purchase orders from online websites using the University P-card. When using P-card, will require reconciling with Chrome River (with receipts). These purchases can include non-material purchases such as memberships to annual society.
• Order office supplies and materials as needed.

ISE Office Support -

• Assist in supporting ISE department needs.
• Assist in supporting Department head and department-wide events as needed.
• Faculty and Student support.
• Attend meetings as required.
• Other related duties as required to support the mission of the department.

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.

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
• Excellent interpersonal skills.
• Excellent typing skills for correspondence, reports and compilation of materials that demand accuracy as well as proper grammar, punctuation and spelling.
• Effective verbal and listening communication skills.
• Self-motivated, independently responsible, and resourceful in the way he/she performs the job
• Ability to determine deadlines and arrange priorities for tasks and projects
• 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). This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the Workplace Flexibility policy. Work authorization is not available for this position.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on November 22, 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 Stacie Mertes and smertes@illinois.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. 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: 1027196
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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