Office Support Specialist - Electrical and Computer Engineering at University of Illinois in Urbana, Illinois

Job Description:

Office Support Specialist - Electrical and Computer Engineering




Electrical and Computer Engineering


The Department of Electrical and Computer Engineering in The Grainger College of Engineering seeks applicants for an Office Support Specialist position. This position is responsible for providing assistance in academic and research administrative matters and secretarial support for a designated faculty group and various other faculty (and their graduate researchers) in the Department of Electrical and Computer Engineering. Works with indirect supervision of faculty and close coordination and collaboration with appropriate ECE staff members. As directed, serve as the first point of contact for visitors to the main ECE administrative office suite.



Job Summary

Provide assistance in academic and research administrative matters and secretarial support for a designated faculty group and various other faculty (and their graduate researchers) in the Department of Electrical and Computer Engineering. Works with indirect supervision of faculty and close coordination and collaboration with appropriate ECE staff members. As directed, serve as the first point of contact for visitors to the main ECE administrative office suite.



Duties & Responsibilities

• Plan national and international travel for principals and students, which could include ◦ securing transportation/hotel/automobile reservations, averaging 4-8 trips per month.


• Prepare travel request for pre- approval through the ECE department.


• Facilitate and secure visas or other necessary travel documentation for principals when international travel is necessary.


• Efficiently process the cost reimbursement for all travel (as proxy) and reconcile transactions in the Chrome River (Banner) system for T-Card charges.


• Determine need and maintain office/business supplies for a designated faculty group.


• Prepare vouchers for purchase or reimbursement of group supplies/equipment for principals through the use of iBuy, purchase orders, and orders from online websites using the University P-card. These P-Card orders require logging entries in the P-Card Web Solutions and sending paperwork to the reconciler. • Maintain and evaluate bids for office equipment and services.


• Offer support to group members in the use of office equipment and provides general supervision of maintenance of equipment.


• Serve as a receptionist for main administrative office suite.


• Assist with the planning and execution of department-wide events, including the Annual Faculty Awards Banquet, Staff Recognition Luncheon, various group lunches/events, etc.


• Coordinate the graduate office space allocation and processing of key requests for a specified faculty group.


• Coordinate schedule of any shared offices and conference rooms.


• Implement and maintain electronic filing systems of a variety of materials as requested.


• Gather and submit information requested for miscellaneous reports, such as yearly Biographical Data Forms, supported faculty curriculum vitae, etc.


• As a proxy for the faculty. Assist with maintaining and updating area websites.


• Schedule/change meetings for principals as necessary. Obtain needed information for meetings as needed and advise/remind principals of details.


• Make arrangements for seminars and lectures as requested. Contact speakers, maintain calendar, send out announcements, and arrange for guest accommodations and itineraries. Schedule space, set-up, and any material needed.


• Coordinate the travel and manage itineraries for faculty visitors and guests.


• Perform other appropriate related duties 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

• Computer functions and how to apply these functions to the clerical needs of the office. It is necessary to have the ability to use Microsoft Word, PowerPoint, Excel, Access, and WordPress.
• Excellent interpersonal skills including working with other staff.
• Effective organizational skills.
• Effective written, verbal communication and listening skills.
• Ability to work effectively with the staff, faculty, students, constituents and the public, possessing cultural awareness, sensitivity and tact.
• Familiarity with Chrome River, university P-card, and T-card procedures.

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 4/1/2025. The entry-level salary for the Office Support Specialist classification is $40,400.10 ($20.718/hour). This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy . Sponsorship for work authorization is not available for this position.



Application Procedures & Deadline Information


Applications must be received by 6:00 pm (CST) on 3/28/2025. 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 Kathy Atwood at kbuss@illinois.edu . For questions regarding the application process, please contact 217-333-2137.


The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits .

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: 1029754
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
Apply Now