Office Support Specialist- Siebel Center for Design
Job description
Office Support Specialist
Siebel Center for Design
The Grainger College of Engineering
University of Illinois Urbana-Champaign
The Siebel Center for Design (SCD) seeks an Office Support Specialist to manage administrative and clerical activities which support the SCD Director, team, and guests. This role will be responsible for managing the Director’s calendar, by coordinating with several contacts and utilizing efficient communication tools and processes. This person will also be the primary contact in the Main Office at SCD during normal business hours, answering guest questions in-person, over the phone, and through the Center’s email. The ideal candidate will be excited to support our team and guests, has an interest in developing effective systems to manage our office administration needs, and will enjoy supporting SCD through the office resources and experience.
Duties & Responsibilities:
Administrative Support and Scheduling
- Administers the Director’s calendar, composing correspondence with internal and external contacts to coordinate meeting times, and creating meetings with all required and optional invitees, rooms or call links, and relevant information included in them.
- Manages travel arrangements and prepares necessary materials for SCD staff using university travel and payment systems, as well as assisting with travel and meal arrangements for SCD visitors and guests.
- Assists with processing and reconciling SCD reimbursement requests and T-Card and P-Card charges, and provides assistance and advice in the procurement and purchasing of goods and services.
- Provides other administrative support for SCD staff as needed.
Office Support
- Serves as primary point of contact for Siebel Center for Design by answering calls to the SCD phone number, responding to messages in the SCD email, and providing office coverage during regular business hours while classes are in session, and handles all correspondence with appropriate tone, craft and delivery.
- Answers inquiries using independent judgment, requiring detailed knowledge and interpretation of the Center’s policies and procedures, and knowing who and when to contact for additional information as needed.
- Maintains functional and effective office environments for the SCD teams by ordering office supplies, restocking supplies in SCD workspaces and meeting rooms, organizing the office and meeting spaces, and upkeep of the team common areas.
Team Support
- Composes internal correspondences and communicates important updates, milestones, dates, and other information to the SCD team.
- Assists with the Center’s human resources needs for employee onboarding and departures, by coordinating onboarding, training, offboarding, and personnel support in collaboration with department supervisors.
- Manage the SCD experience through a variety of creative channels, and assist with scheduling and event planning for team activities.
Minimum Qualifications:
Required
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
Bachelor’s Degree or an Associate’s Degree with (2) years of equivalent work experience in office management and administration
Knowledge, Skills and Abilities:
- Proficient with Microsoft Outlook for email and calendar management
- Knowledge of collaborative online software such as the Google Office Suite, Slack, or Teams
- Excellent writing and oral communication skills
- Knowledge of University processes and systems for travel and reimbursements
- Familiarity with University contracts and procedures related to purchase of goods and services, equipment and facilities use, sponsorships, vendor management, and revenue generating services
This position will work in an office setting and will require sitting or standing at a desk for the duration of normal business hours.
Appointment Information
This is a 100% full-time Civil Service Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after the closing date. The minimum salary is $19.92, commensurate with experience and qualifications.
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 February 20, 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. For further information about this specific position, please contact Joya Murphy at joyam@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: 1015219
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
gatheringourvoice.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, gatheringourvoice.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, gatheringourvoice.org is the ideal place to find your next job.