Office Support Specialist - Illinois Public Media

Duties & Responsibilities

• Coordinate and Manage subscriptions and award entries, conference registrations, webinars, and membership dues.
• Coordinate and arrange staff travel.
• Schedule and provide administrative support for special events.
• Coordinate and assist with the bi-annual inventory process with unit specialists and unit representatives.
• Gather documentation on packing slips prior to submission to the Media Business Office.
• Manage routine inquiries, requests, and problems via phone, email, and in person in a friendly and professional manner and determine the appropriate course of action.
• Maintain positive relationships with students, employers, and agencies of regular contact.
• Compose correspondence and reports regarding the activities and procedures of IPM.
• Keyboard and proof-read documents, including confidential materials, and correct spelling and grammatical errors.
• Provide back-up support to Reception staff, covering the front desk and answering phones during Receptionist’s lunch break and absences.
• Take meeting minutes for quarterly Community Advisor’s meeting and notes for monthly staff meeting.
• Strictly adhere to all University policies and procedures.
• Assist IPM Leadership Team (LT) and Executive Director (ED) with administrative duties in the News, Development, Operations and Administration departments. Duties include P-card and T-card purchases, serve as a proxy and prepare expense reports in Chrome River, complete requests for funding (RFF) and route for appropriate signatures and submission to the Media Business Office.
• Assist the Leadership Team and Executive Director with scheduling meetings and appointments.
• Assist the Leadership Team and Executive Director with coordination of events and staff meetings.
• Assist human resources with search process when necessary.
• Plan and coordinate itineraries for candidates’ visits, including travel arrangements and all accommodations.
• Other Duties as assigned.

Minimum Qualifications

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the categories below:
  • 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)
  • Work experience performing office/clerical activities, including the use of computer systems.
• One (1) year (12 months) of work experience comparable to an Office Support Associate.

Preferred Qualifications

• Experience with University systems including Chrome River, Banner, TED, iBuy, and My UI Financials.

Knowledge, Skills and Abilities

• Excellent telephone, written and in person communication skills and spirit of collaboration. Contacts are with all levels of university, and college staff, students, donors and community members.
• Demonstrated proficiency in working with business computer applications.
• Knowledge of office procedures and file management, as well as university policies and procedures regarding administration, business/finance and students.
• Attention to detail, organization, and follow-through are necessary. This position is responsible for accuracy, content, format and timeliness of completion of assignments.
• Ability to work in an in-person office environment.
• Proficiency in the Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint), Adobe Acrobat and Zoom.
• Knowledge of the organizational structure of the University.
• The ability to assess workload and to establish priorities is essential.

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 close of the search. Salary for this position is $40,400.10.

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 September 9, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. Application materials should include a cover letter, a current resume, and at least three references, including contact information.

Work authorization sponsorship is not available for this position.

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 Jen Cochrane at walburnc@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: 1026410R
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu