Office Support Specialist - Academic Inclusive Excellence
University of Illinois

Office Support Specialist - Academic Inclusive Excellence

Academic Inclusive Excellence

Job Summary
Provides administrative support to the Office of Academic Inclusive Excellence principals (Director of Campus Culture & Climate, Director of Curriculum Development & Education, and Associate Director for Diversity Initiatives) and support related initiatives within the Academic Inclusive Excellence program.
Duties & Responsibilities:
Principle and Program Support

• Oversee calendars and meeting management for Directors/Associate Directors, acting as proxy for principle as directed, composing correspondence, and notifying principles of deadlines
• Coordinate unit projects, track progress, take meeting minutes, and provide administrative support to the programs within the Academic Inclusive Excellence; including event RSVPs, creating, and coordinating printed material; identifying and reserving appropriate space and catering as needed
• Support web calendars, website copyediting, and the development/management of OVCDEI's photo database.
  Provide assistance preparing annual and ad hoc reports.

Office Operations

• Answer incoming calls in a professional manner by providing relevant guidance and service.
• Provide day-to-day administrative support as needed for AIE staff
• Prepare, edit, proofread, and format letters, emails, and various other confidential and highly sensitive documents
• Assist with conference registration, travel planning, and expense reports for AIE staff as needed
• Maintain office supplies and equipment
• Purchase equipment, supplies, travel, etc. with Tcard, Pcard, and iBuy
• Maintain records/receipts for all AIE division financial transactions
• Supervise and train student employees or Extra Help staff as needed for special projects/events
• Perform related duties as assigned

Event Operations

• Assist in developing timelines for projects and events
• Provide support in scouting for resources necessary for the facilitation of events and programs
• Develop and monitor Web Tools forms, i.e., keep track of registration numbers, evaluations, and surveys
• Organize and prepare for registration and attend events/programs
• Provide support in setting up and closing out events

Physical Demands

Standing : Frequently

Walking : Frequently

Sitting : Frequently

Lifting/Carrying : Occasionally

Bending/Stooping : Rarely

Talking : Frequently

Hearing : Frequently

Visual Acuity : Frequently

Additional Physical Demands
Standard Office Setting

Travel Requirements
0%

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.

• 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 as direct support to executive-level administrators
• Experience developing accessible media.

Knowledge, Skills, and Abilities:

• Demonstrated professionalism and mastery C-Suite office etiquette, including phone, emails, and in-person presence
• Excellent organization and communication skills
• Ability to use independent judgement to make decisions
• Strong critical thinking skills, attention to details, and the ability to prioritize
• Sound judgment and discretion
• Proficiency in Microsoft Office Software, including the ability to use Word Templates and Mail Merge options to produce printed material, (nametags, table tents, programs, etc.)
• Proficient in Calendaring and ability to utilize meeting software such as Skype meetings, Doodle, GoToMeeting, Zoom, etc.

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 4/3/2023. Salary is commensurate with experience.

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 March 24, 2023. 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. For further information about this specific position, please contact Hope Farney at hfarney@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, COVID-19 vaccination requirement, 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: 1015180
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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