Office Support Specialist - Information Trust Institute at University of Illinois in Urbana, Illinois

Job Description:

Office Support Specialist
Information Trust Institute
The Grainger College of Engineering
University of Illinois Urbana-Champaign

The Information Trust Institute is a world-leading institution with a focus on creating more trustworthy critical infrastructure. It has been a central part of over $200M of innovation in cyber-physical research over the past decade and continues to advance the state of understanding in this field. Beyond academic publication, ITI researchers work on putting their solutions into practice and working to get them deployed in the real world.


The Information Trust Institute in The Grainger College of Engineering seeks applicants for an Office Support Specialist position. This position is responsible for supporting and assisting the Information Trust Institute (ITI) faculty, staff, students, and research centers. This includes being responsible for initiating and coordinating a variety of other office support functions necessary for the administration of the unit.



Duties and Responsibilities:



Travel, Reimbursements, and Purchasing:
Process travel requests and reimbursements for faculty, staff, and students. Includes travel coordination and payment of registration fees.
Coordinate logistics associated with external visitors, including travel coordination, on site logistics, agenda coordination and development, catering, travel reimbursement, etc.
Assist in procuring materials/services needed for events and visitors. Process vendor payment and travel reimbursements resulting from events and visitors.
Maintain records of fiscal transactions involving a variety of accounts and provides advice regarding the appropriateness of requested expenditures.


Events:
Coordinate and support routine and ad hoc meetings, including room reservations, A/V prep and/or execution, catering, meeting notices and reminders, etc.
Assist with event coordination and execution (seminars, workshops, retreats, conferences, summer schools, etc.).
Produce, assemble, and distribute materials as needed for events or visitors.
Add or update content on website.
Reporting:
Request, collect, and compile content needed for quarterly and annual reports. Review for completeness. Edit or request additional content as appropriate.


Student Appointments and Access Support:
Assist with entering student appointments in the appointment database.
Assist with requests for keys and building access, as requested.
Assist with maintaining records on student office space.


Communications and Correspondence:
Compose correspondence and reports requiring knowledge of the activities of the principal(s) and/or the procedures of the administrative unit in a confidential manner.
Gather, provide, interpret, and maintain data that is regularly referenced for reporting, presentations, and communications.
Maintain research center email lists.


Other:
Attend meetings as requested.
Perform other related duties.



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:



Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems.
Proficiency with Microsoft Office software.
Knowledge of University of Illinois policies and procedures.
Familiarity with those used for travel, purchasing, and expended management and processing of vendor payments.
Familiarity with or ability to learn web-based content management system. Excellent organization and communication skills.



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). Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's 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 12, 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 Kelsey Marr at krok2@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. 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: 1026893
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu