Office Support Specialist - Academic Service Program
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Office Support Specialist - Academic Service Program

Office of Minority Student Affairs

Job Summary

Provides administrative support for the Office of Minority Student Affairs' Academic Services Program and performs a variety of functions to ensure effective operations within its units.

Duties & Responsibilities

* Administrative Support

* Provides administrative support for three Directors: (1) Director for Tutoring & Academic Services, (2) Director for Advising and Mentoring and (3) Director for First-Generation Student Initiatives, as well as a host of Student Success Advisors.

* Provides clerical support including reception, data entry, word processing, photocopying, filing, proofreading, etc.

* Serves as a resource for office inquiries and provides assistance for OMSA students and stakeholders as they navigate our services and processes.

* Maintains calendars, schedules meetings, events, catering, and travel arrangements; answering and screening telephone calls, and reviewing and distributing incoming correspondences.

* Assists with processing and maintaining office inventory (e.g., equipment, keys, furniture, etc.).

* Assists with preparing reports and correspondence utilizing a variety of software and databases.

* Assists with the maintenance of departmental records in accordance with University policy.

* Personnel and Purchasing

* Performs departmental purchasing utilizing University systems including T-CARD, P-CARD, I-Buy, JVs, requisitions, and purchase orders.

* Submits requests for hiring on behalf of ASP Directors as requested.

* Assists staff members with submitting their reconciliation documents.

* Assists with fiscal reconciliation.

* Assists with payroll submission for ASP staff.

* Serves as a P-Card and T-Card holder.

* Supervising

* Serves as direct supervisor for a small team of undergraduate office assistants

* Responsible for the recruitment, interview, and selection of office assistants for ASP.

* Responsible for training and scheduling the undergraduate office assistants

* Responsible for facilitating regular staff meeting with the undergraduate office assistants for ASP.

* Responsibilities of all staff

* Assists the department by helping with the planning of, participating in, and/or attending department events and activities.

* Recommends areas and processes that need improvement to the leadership.

* Participates in assessment activities as requested.

* Increases the internal and external visibility of the department by serving on appropriate committees, councils, task forces, boards, in associations, etc., as requested.

* Participates in continuing education and training.

* Other duties as assigned.

Additional Physical Demands

This position involves a great deal of computer work, verbal and written communication, and traversing campus to other locations, for meetings, activities, and other job responsibilities.

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 working with individuals and families from diverse backgrounds (i.e., first generation, historically under-represented, low-income, TRIO, or Gear Up).

* Experience providing administrative support, utilizing standard office equipment, and an ability to learn new technology and office needs change.

* Experience with Microsoft Office.

* Experience with University Business systems (e.g. BANNER, Chrome River, P-Card, TCard, Web tools).

* Experience arranging group travel and/or small and large group events with catering.

* Experience maintaining records.

Knowledge, Skills and Abilities

* Knowledge of Microsoft Office Suite and standard office equipment (e.g., computer, photocopier, fax machine, etc.).

* Ability to balance multiple tasks and priorities while completing assignments in a timely matter.

* Ability to research, gather and organize information and materials from a variety of sources.

* Excellent organization and communication skills.

* Adaptability and good problem-solving skills.

* Ability to maintain confidentiality.

* Strong attention to a variety of details and well organized.

* Able to work with culturally diverse groups and varied audiences, both internal and external to the University.

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 12/2/2024. The collective bargaining agreement sets the salary for this position at $40,400.10.

Sponsorship for work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on November 12, 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 must include the following uploaded documents to be considered complete: (1) cover letter; (2) resume and (3) contact information for at least three professional references. Incomplete applications will not be reviewed. Applications not submitted through 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 ...@illinois.edu. For questions regarding the application process, please contact 217-###-####.

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-###-####, or by emailing ...@illinois.edu.

Requisition ID: 1027484

Job Category: Administrative Support

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