Office Support Specialist- Chemistry at University of Illinois in Urbana, Illinois

Job Description:

Office Support Specialist- Chemistry




College of Liberal Arts & Sciences




University of Illinois at Urbana-Champaign



The Department of Chemistry is searching for an Office Support Specialist to coordinate and perform administrative/secretarial tasks for professors in the Organic Chemistry & Chemical Biology Areas. Perform general clerical duties in the Organic and Chemical Biology Area Office. A wide array of tasks are involved, which require the use of judgment, initiative and knowledge of the organization, programs, policies and procedures of the unit.



Duties



FACULTY SUPPORT:


• Keys, proofs, edits, prints, and copies correspondence, manuscripts, publications, and reports using Microsoft Word, Excel, PowerPoint, and ChemDraw.


• Proofs faculty Curriculum Vitae, pending research papers for publication, and grant funding proposals.


• Prepares letters of reference as directed by faculty. Administers calendars for multiple faculty, informs faculty of impending meetings/engagements and prepares necessary supporting materials.


• Establishes and maintains confidential records and files for faculty. Transcribes from a voice recording vertabim material, some of which may be technical or confidential.


• Coordinates honorariums for foreign national faculty visiting from universities and pharmaceutical companies.


• Signs documents for faculty as directed.


• Prepares reimbursement vouchers, travel vouchers, and purchase orders for faculty.


COURSE SUPPORT:


• Keys, proofs, prints, and copies of handouts, syllabi, and exams using Microsoft Word and ChemDraw.


• Assists faculty with obtaining Compass websites including uploading syllabi and lab manuals.


• Serves as the point of contact for the graduate teaching assistants (TA) availability of organic and chemical biology students and coordinates with faculty to distribute the TA's information once assignments are made and to set up the lab safety meetings at the beginning of each semester.


• Tracks course books checked out by organic faculty, instructors, and TAs, Supplementary Instruction and Merit TAs (by semester), and for the Organic Chemistry Area.


• Coordinates with faculty to order textbooks each semester and submit textbook orders/adoptions for the organic and chemical biology areas.


• Coordinates room reservations for special course events (ie: review sessions, practice talks, TA office hours, etc.)


• Completes and obtains faculty authorization signature for Supplemental Grade forms.


GENERAL:


• Screens calls and visitors for principal(s); troubleshoots/problem-solves and handles routine inquiries, requests, or problems, provides factual information regarding unit regulations and procedures.


• Signs correspondence, requisitions, and similar documents.


• Supervision of departmental student workers or extra help workers for special area projects.


• Prepares packages to be shipped and key info into the UPS computer application.


• Compiles, summarizes, and organizes information from a variety of sources for use in reports, brochures, and publications per instructions.


• Provide assistance with the O/CB bulletin boards, posting posters for chemistry seminars and other area/department and college seminars. Updates SCS web seminar bulletin and Webtools for the department and area seminars.


• Anticipates and responds to detailed office support needs by conintually updating, prioritizing, and improving the office's cyclical calendar of events for maximum office efficiency.


• Coordinate the Snyder Scholars Program. Send out solicitation letters via Mail Merge, maintain solicitation address list, arrange for housing, scholar arrival/departure, poster session, weekly research presentations, bus passes, gym memberships, obtaining NetID, Illinois.edu email address, coordinate with Organic PI and grad student mentors, set up safety exams, obtain info & fill out REU rating forms, work with the Grad College, SCS


• HR and Dept. Office to process the scholars.


• Perform other duties and projects as assigned.


SEMINARS:


• Updates School of Chemical Sciences and Department web seminar bulletin for organic & chemical biology external speaker seminars, lit seminars, symposiums, and final defenses.


• Arrange food/room/accessories for all reception functions for named seminar speakers and new graduate student welcome receptions.


• Coordinate with the caterer and completion of appropriate paperwork for campus event compliance.


• Book travel, lodging, and parking as necessary for the invited guest speakers and coordinate with the faculty host to assemble a full visit itinerary for the speaker with faculty and select grad students/postdoctoral fellows.


GRAD RECRUITING:


• Assists with poster sessions for each Organic Chemistry grad recruiting weekend.


• Assist faculty as needed w/set up for faculty presentations.


• Performs duties as assigned for grad recruiting including but not limited to reimbursement of all O/CB visiting students, arranging the prospective students' schedules, planning group meals for the prospective students, coordinating with grad student hosts, book travel for prospective students, running errands, prep welcome folders and set-up for various events.


PURCHASES:


• Makes cost estimates and comparisons for goods and services and recommends purchases to organic chemistry & chemical biology faculty, grad students,and postdoctoral fellows.


• Completes purchase requisitions to be sent to the business office.


• Keys supply orders using Reaction.


• Make purchases for the unit with a University P-card while adhering to all University policies and procedures and also with the internal purchasing systems, Reaction and Chrome River.


• Other duties as assigned to further the mission of the department.


Calendars


• Serves as a primary contact to schedule meeting room calendars via Microsoft Outlook.



Required 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:

i. 30 semester hours equals one (1) year (12 months)


ii. Associate's Degree (60 semester hours) equals eighteen months (18 months)


iii. 90 semester hours equals two (2) years (24 months)


iv. 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.

Preferred Qualifications



• Ability to communicate effectively with others.


• Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents.


• Awareness of, and sensitivity to, cultural and linguistic differences.


• Commitment to diversity and inclusion.


• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.


• Ability to effectively multi-task and stay organized.


• Effective time management skills.


• Ability to maintain confidentiality in all business matters.


• Working knowledge of grammar, spelling, and punctuation.


• Ability to use Microsoft Office Suite, including Word and Excel.


• Knowledge of and ability to use modern software packages for document preparation, recordkeeping, and communications.


• Knowledge of and ability to provide a solid background in fundamental office practices.



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 the deadline date. The collective bargaining agreement sets a wage of $40,400.10. Sponsorship for Work authorization is not available for this position.


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 (Central Time) on January 6, 2025. To apply for this position, please create a candidate profile at https://jobs.illinois.edu , use the Apply Now button on the posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences.


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 lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.


For assistance with resume creation and mock interviews, please follow this link for University of Illinois Human Resources workshops: https://illinois.csod.com/ux/ats/careersite/1/home/requisition/1595?c=illinois


The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.


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: 1028268
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
Apply Now