Office Support Specialist - Engineering Administration

Office Support Specialist

Office of the Associate Dean for Research

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Office of the Associate Dean for Researchin The Grainger College of Engineering seeks applicants for an Office Support Specialist position. This position supports administrative activities for the Silicon Crossroads Microelectronics Commons Hub housed in the Holonyak Micro and Nanotechnology Laboratory and other microelectronics activities. This position will also provide administrative support to the Executive Director of Microelectronics.

Duties and Responsibilities:

Silicon Crossroads Microelectronics Commons Hub Administrative Duties:

• Serves as the primary administrative support person and the first point of contact for the Silicon Crossroads Microelectronics Commons Hub, which includes providing excellent customer service to internal and external constituents.
• Screens telephone calls, emails, and visitors to determine the constituents’ needs. Answers routine inquiries from internal and external constituents and distributes complex inquiries to designated staff.
• Works to resolve issues by interpreting, explaining, and justifying departmental, college, and university policies and procedures.
• Makes travel arrangements for Silicon Crossroads Microelectronics Hub personnel and visitors, including airline, rental car, and lodging reservations, and assists with travelers' daily agendas, meetings, and reimbursements.
• Organizes meetings and conferences for the Silicon Crossroads Microelectronics Commons Hub. Duties include but are not limited to creating itineraries; making travel, lodging, and meal reservations; purchasing necessary supplies; managing communication with speakers, vendors, and attendees; and escorting guests on campus.
• Types and edits confidential and/or technical material, transcribes verbatim material, and composes correspondence and reports requiring knowledge of the Silicon Crossroads Microelectronics Commons Hub’s activities.
• Organizes source material used for communications efforts. Assists with website and communications updates, including adding events to the calendar, creating and sending emails for events, creating and posting digital signage, and assisting with the preparation and mailing of printed materials.
• Compiles, summarizes, organizes, and distributes information from a variety of sources for use in reports, brochures, and publications.
• Creates, updates, revises, and retrieves electronic and hardcopy files and records, including confidential material. Maintains adequate, accurate, and accessible information according to records retention policy.
• Prepares cost estimates and comparisons for goods and services. Researches products, obtains quotes, and coordinates purchasing supplies and equipment with personnel in college shared services or departmental business offices using university and college purchasing systems (e.g., T-card, i-Buy, and others) for the Silicon Crossroads Microelectronics Hub.
• Processes financial forms and transactions for the Silicon Crossroads Microelectronics Commons Hub and maintains an awareness of the hub’s budget to assist with invoicing.

Office of the Associate Dean for Research Administrative Duties:

• Serves as the primary administrative support person and the first point of contact for the Executive Director of Microelectronics and designated staff member(s).
• Provides daily calendar management for the Executive Director.
• Makes travel arrangements for the Executive Director and designated staff member(s), including airline, rental car, and lodging reservations, and assists with travelers' daily agendas, meetings, and reimbursements.
• Reviews incoming mail, responding to routine items independently and distributing remainder to the Executive Director or designated staff member(s).
• Attends meetings with the Executive Director and designated staff member(s), participating and providing meeting minutes as requested.
• Assume additional appropriate related duties to further the mission of the Office of the Associate Dean for Research.

Minimum Qualifications:

• 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.
  

• One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills and Abilities:

• Ability to multi-task and work with multiple competing priorities, often in a fast-paced team-oriented environment, and often with interruption.
• Strong organizational skills.
• Ability to determine priority of work tasks and to work independently while taking initiative.
• Effective oral and written communication skills with accuracy and strong attention to detail, including using correct grammar, spelling, punctuation, and tone. Excellent proofreading skills.
• Ability to compose and draft routine correspondence.
• Resourceful in data and information gathering.
• Ability to maintain confidentiality.
• Demonstrated proficiency in Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook. Prefer knowledge of Chrome River for expense management. Ability and willingness to learn new computer applications.
• Strong interpersonal and communication skills. Ability to represent the unit in the highest professional manner when interacting with faculty, staff, students, and visitors.
• Ability to work in a primarily sedentary environment.
• Ability to use standard office equipment such as computers, phones, photocopiers, and filing cabinets. Ability to move files, open file cabinets, and bend or stand as necessary.
• Ability to perform simple bookkeeping functions.

APPOINTMENT INFORMATION

This is a full-time Civil Service 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 ($20.718/hour). Hybrid work options may be available for this position, with the ability to be on-site as needed. Work authorization is not available for this position.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on April 9, 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 Rachael Coleman at rfoll2@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: 1023670
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu