Office Support Specialist - Btaa

Office Support Specialist - BTAA
Big Ten Academic Alliance
Job Summary
Project and administrative support are provided by this position to advance a wide range of projects, programs and activities led by the Big Ten Academic Alliance Programs Team's stakeholder groups and related project groups. Specific duties are outlined below.Duties & Responsibilities

• Provides administrative support to the stakeholders, their project and peer groups and initiatives, and staff. This includes:
  - Manages calendars, schedules meetings, develops meeting agendas and supporting materials;
  - Collects, compiles, and organizes information to create and maintain group documents and reports (e.g., directories, briefing books, membership lists);
  - Gathers, provides and interprets information through the identification and selection of appropriate sources, initiating contact to clarify information as necessary;
  - Assists in the facilitation of meetings and events;
  - Makes travel arrangements for staff and external partners;
  - Coordinates and maintains task management, monitoring to assist with progress and timely completion;
  - Processes financial forms, bills, invoices, and payments, ensuring that financial transactions are appropriate and processed in office software systems according to policies and practices;
  - Handles sensitive correspondence with various stakeholder groups and with other external constituencies;
  - Maintains key contact lists for communications including web site access, list-serves, mail distributions and other communications.
• Provides administrative support for planning and delivery of virtual and in-person meetings and conferences. This includes:
  - Arranges for venue, facilities, catering, AV equipment/support, and restaurant reservations and menus;
  - Processes contracts and orders in office software systems according to policies and practices, monitoring to assist with progress and timely completion;
  - Monitors event registration, tracks and arranges for dietary and other accommodations, handles hotel block reservations and related information gathering and distribution, and produces related reports,
  - Develops tent cards, nametags, agendas and other materials, and produces hard and electronic meeting packets;
  - Tracks supplies and swag needs, records relevant information in office systems for ordering and inventory processes, and prepares for shipping or other delivery;
  - Manages process for guest travel and speaker reimbursements and gifts;
  - Acts as point of contact for meeting participants, hosts and other external partners.
• Monitors and provides information for websites, registration sites, Teams sites, listservs and other software tools, and performs related updates and communications;
• Collaborates with other staff members and program areas as appropriate to advance joint projects and the objectives of the Programs Team and the office in general
• Performs other duties as assigned.

Additional Physical Demands
Employee will be working in a low-traffic office setting and remotely. The job is primarily sedentary but does require some lifting of boxed publications and supplies.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

• Understanding and knowledge of the requirements, policies, and procedures of the Big Ten Academic Alliance and the University. Employee must be able to operate standard office equipment such as a desktop computer, printer, copier/scanner, fax machine and postage meter. Ability to collect and organize complex data and develop reports is a critical skill for this position. Employee expected to be proficient in the use of various web-based applications such as SiteFinity, SharePoint, SurveyMonkey, EventSquid, Zoom and other such applications. The Microsoft Office suite of products are used by this position on a daily basis, this includes Outlook, Teams, Word and Excel.

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 1/8/2024. Salary is commensurate with experience.
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 (CST) on December 11, 2023. 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. Application materials should include a coverletter, a current resume, and at least three references, including contactinformation. Immigration sponsorship is not available for this position. 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 rhall2@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, COVID-19 vaccination requirement, 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: 1021455
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu