Office Support Specialist

Siebel School of Computing and Data Science

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Siebel School of Computing and Data Science in The Grainger College of Engineering seeks applicants for an Office Support Specialist. This position is responsible for providing clerical and administrative support to the facilities and inventory/receiving/mailroom operations in the school.

Duties and Responsibilities:

Space Operations:

• Serve as primary support person for the school’s space allocation and management operations
• Manage requests for office and lab furniture and infrastructure; interact with external vendors
• Respond to requests for and assign eLock access as appropriate
• Maintain the school-wide space assignments spreadsheet
• Update and maintain various apace surveys through Archibus

Support Facilities Operations:

• Maintain the facilities “To Do” list and calendars
• Maintain facilities email alias and respond to/follow up on pending items; inform the facilities staff of urgent matters that need attention
• Update and maintain the Building Emergency Action Plan (BEAP)
• Maintain and review submitted event forms, request additional information if needed, follow up on event requests

Support Receiving Operations:

• Serve as the front-line support person in the inventory and receiving area by fielding and directing in-person, phone, and email traffic and providing clerical support to others in the receiving area
• Assist with inventory operations for the school by participating in periodic audits, completing equipment loan forms with faculty, staff, and students, and maintaining records of inventory for the school
• Assist with the mail room operations by receiving, sorting, and distributing mail as needed

Assume additional appropriate duties to further the mission of the school.

Minimum Qualifications:

Required:

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
1. 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)
2. 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:

• Proficiency in Microsoft Office products, email, and internet
• Strong communication and interpersonal skills, initiative, and customer service skills
• Ability to apply basic accounting techniques
• Ability to apply office methods and procedures
• Ability to work independently and exercise judgment

APPOINTMENT INFORMATION

This is a full-time non-exempt 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). Work authorization is not available for this position.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on September 19, 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 Rachel Maggio, rlmaggio@illinois.edu. For questions regarding the application process, please contact 217-333-2137.