Office Support Specialist - Materials Science and Engineering at University of Illinois in Urbana, Illinois

Job Description:

Office Support Specialist




Materials Science and Engineering




The Grainger College of Engineering




University of Illinois Urbana-Champaign



The Department of Materials Science and Engineering (MatSE) in The Grainger College of Engineering is looking for candidates for an Office Support Specialist role. This unique position will play a key role in enhancing and prioritizing the experiences and environments of undergraduate, professional MS, and PhD students in MatSE, supporting our efforts in recruitment and retention.



Duties and Responsibilities:



Creative Design


• Improve building aesthetics with a focus on spaces for students.


• Develop interior designs and coordinate facilities projects to transform, revitalize, and maintain our 100-year-old student spaces, undergraduate labs, and hallways in MSEB, Ceramics, and the Kiln House. Includes artwork placement and installation.


• Create and maintain various departmental directories and internal building signage including but not limited to people directories, wall artwork, instructional lab room signage, instructional lab equipment signage, safety placards, office name plates for consistency.


• Review, research, and plan updates to shared spaces, including but not limited to faculty and staff lounges, shared hallways, mailrooms, etc.


• Process and monitor furniture purchases at the direction of the Associate Director of Facilities and Operations.


• Collaborate with student groups to discuss needs for student lounges and other shared spaces.


• Create and print special items such as banners and posters for special events (recruiting, lecture, holidays, ranking improvements, student group, EOH, etc.). Assist with website design and updates.


• Process iBuy shopper requests for Senior Design, Engineering Open House, camps, and other special events.


• Monitor and maintain digital signage. Format and catalog faculty research images.


Student Recruitment and Engagement


• Support student engagement efforts by working closely with MatSE engagement and graduate affairs staff to enhance and maintain building spaces that are updated, functional, and aesthetically pleasing.


• Create videos with the goal of student recruitment and sharing student experiences. Print certificates/programs/letters for awards ceremonies.


• Serve as the departmental point of contact for ordering marketing and recruiting supplies (logo-ed clothing, water bottles, pens, etc.).


• Print name tags/brochures/folder inputs for recruiting events. Assist student groups with selling merchandise. Photograph student events.


Administrative Support


• Serve as the front-facing contact for visiting students, faculty, and other department guests.


• Maintain conference room reservations for professors' office hours and TAs.


• Assist with the development of alumni board itineraries. Answer telephones, directs calls, and/or take messages.


• As needed, serve as a back-up to the MatSE business office during busy and/or understaffed times for purchasing via iBuy and P-card, and assist with travel reimbursements.


• Supervise Academic Hourly staff and student workers.



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:



• Demonstrated experience with creative design projects.


• Demonstrated experience coordinating facilities activities, digital signage, purchasing, and website maintenance.


• Ability to independently organize and prioritize routine, daily office tasks.


• Flexibility to adapt to sudden changes in planning and activities.


• Attention to detail and good time management skills.


• An effective working knowledge of computer operations and databases.


• Proficiency with Adobe Design Suite, Microsoft Outlook, Word, Excel, PowerPoint, and knowledge of applying these applications the clerical needs of the office.


• Ability and willingness to investigate means to improve efficiency of computer applications.


• Ability to maintain general office equipment; copier, printers, fax machine.


• Effective verbal and written communication skills with strong attention to accuracy and detail.


• Ability to establish own timetable and recommend changes or modifications to methods and procedures to complete the task in the most efficient manner.


• Ability to make administrative decisions without supervisory control if necessary.



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). The individual hired into this position is expected to work onsite on a full-time basis. Work authorization is not available for this position.



APPLICATION PROCEDURES AND DEADLINE INFORMATION



Applications must be received by 6:00 pm (CST) on October 30, 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 Summer Redman at sredman@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: 1025324
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu