Office Support Specialist - Beckman Institute for Advanced Science and Technology

Beckman Institute for Advanced Science and Technology

Job Summary

Duties & Responsibilities

• Arrange weekly area seminar programs, summer workshops and schedules for Center visitors. This includes precise completion of all details for travel arrangements, publicity, room reservations, appointments, meals and follow-up work on reimbursements and honorariums.
• Initiate requested expenditures such as office supplies, advertisements and publications based on campus business policies.
• Responsible for organizing and updating confidential filing systems using computer databases. Maintain files for seminar expenses, reimbursements and various other pertinent information.
• Assist in coordinating travel, lodging and reimbursements for QCB-affiliated faculty, post docs and grad students to/from events pertinent to the QCB Center’s mission. Maintain complete records in an up-to-date database.
• Coordinate meetings, including polling attendees and finding a location if in-person or creating a Zoom meeting if virtual, for the QCB’s staff, Executive Committee and research clusters. Coordinate other meetings as needed.
• Type and email QCB correspondence. Correct grammar, sentence structure, spelling and punctuation as needed.
• Compose correspondence containing authoritative information requiring knowledge of University of Illinois procedures and practices as well as interpretative and directive correspondence requiring subject-matter knowledge, discretion, and confidentiality. Responsible for QCB faculty correspondence as requested including correcting grammar, sentence structure, spelling and punctuation as needed.
• Complete other duties as assigned by supervisor.

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.

Preferred Qualifications

• Experience reserving domestic and international flights and travel itineraries.
• Experience with event planning, setup and preparation.

Knowledge, Skills and Abilities

• Education and/or practical experience sufficient to provide a solid background in fundamental office practices.
• Education and/or practical experience in several modern software packages for document preparation, recordkeeping and communications.
• A basic understanding of computer technology in an applied environment.

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 posting period closes. The collective bargaining agreement sets an entry level salary of $40,400.10. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Sponsorship for work authorization is not available for this position.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on October 31, 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 jobs@beckman.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: 1026812
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu