Office Support Specialist- Osher Lifelong Learning Institute (OLLI)

Osher Lifelong Learning Institute (OLLI) is accepting applications for an Office Support Specialist. OLLI at Illinois is an inclusive community that offers affordable, accessible,
high-quality educational programs designed for people fifty or older connected to East Central Illinois with the goal of enriching intellectual engagement and stimulating curiosity. The position supports OLLI Membership Services, and assists with other duties, such as office management and information systems, for the smooth operation of OLLI.

Duties & Responsibilities

Membership Services:

• Serve as first point of contact at the office welcoming members and visitors.

• Provide membership purchase, registration, orientation, and enrollment assistance to OLLI members.

• Maintain membership records and update with changes when needed.

• Assist members and guests in the office, on the phone, and via email who need assistance or information in a patient, welcoming, and timely manner.

• Monitor OLLI email inboxes throughout the workday and respond in a timely manner.

• Perform routine office tasks.

• Direct traffic flow to appropriate locations.

• Monitor and maintain library and coffee areas daily.

Office Management:

• Open OLLI office each day at 8:30 a.m. and close at 5:00 p.m. (unless asked to leave open for member events)

• Manage the office which includes answering phones, sorting, and distributing mail, coordinating, and sending internal and external correspondence, coordinating calendars, and ordering office supplies in a timely manner.

• Maintain all necessary accounting records and send required periodic reports to the Chancellor/Provost shared business services.

• Compile Course and Study Group Evaluations

• Process donations in timely manner.

• Maintain records and identify variances from budget categories.

• Manage all cash, check, credit card, and online payment transactions and process P-card transactions.

• Coordinate travel plans and process T-Card transactions.

Information Systems:

• Maintain OLLI outlook and Google calendars daily and update the reception area monitor weekly and OLLI’s Google calendar, as necessary.

• Regularly review OLLI website for accuracy and alert other staff to necessary changes.

• Maintain an online archive of past OLLI events.

• Order changes in telecommunication service or equipment as needed. Notify Swanlund IT Department regarding computer system updates.

• Assist instructors and study group facilitators with course delivery and with questions, especially those involving classroom or online presentation set-up and delivery, and with document uploads for use by students.

• Communicate regularly with instructors regarding OLLI course delivery.

Minimum Qualifications

Required

• High school diploma or equivalent.

• 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.

Preferred

• Website maintenance experience.
• Experience with hybrid technologies.

Knowledge, Skills and Abilities

• Ability to work well with other staff and a diverse population of members and volunteers.

• Composure and patience to work competently and consistently with campus and University administration as well as outside constituents.

• Ability to perform under constraints to maintain confidence in appropriate matters.

• Ability to re-prioritize work due to frequent interruptions.

• Ability to work independently and anticipate the needs of the Director.

• Ability to prioritize assignments and duties to meet specific deadlines.

• Extensive knowledge of secretarial and general office procedures, including knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting with keyboarding accurately at 40 w.p.m.

• Extensive knowledge of oral and written communication skills for assisting others through personal contact, e-mail, and telephone communications.

• Ability to develop and maintain office procedures and revise them as needed.

• Experience with Box and other shared work interfaces.

• Ability to analyze and investigate a variety of questions and troubleshoot problems as they arise, including classroom technology and registration software issues.

• Ability to communicate technical information to non-technical staff, volunteers, and instructors.

• Ability to utilize various software packages, including Microsoft Office products, registration software, Query, iBuy, Banner, Chrome River (Emburse), and other university programs.

•Ability to learn to use new software programs.

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. Minimum salary for this position is $40,400.10. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Work authorization sponsorship 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 May 8, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload a cover letter, resume and contact information for three professional references. 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 Kathryn Williams at kfw@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.

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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.

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Requisition ID: 1030437
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu