Office Support Specialists- OMSA

Office of Minority Student Affairs

Job Summary

This position provides direct administrative support for the the TRIO programs in the Office of Minority Student Affairs and performs a variety of functions to ensure effective operations within the unit. The Office of Minority Student Affairs (OMSA) reports to the Assistant Vice Chancellor for Student Success and Inclusion and Belonging in the Division of Student Affairs at Illinois. 20 academic professionals, 6 administrative professionals, and 120 student employees staff the OMSA.

Duties & Responsibilities

• Administrative Support (45%)
  
  1. Serves as administrative support for the Assistant Directors for TRIO programs.
  2. Responsible for providing administrative and operational support which includes, but is not limited to:
  a. Provide an array of clerical support including reception, data entry, word processing, photocopying, filing, proofreading, etc.
  b. Serve as a resource for office inquiries and provide assistance for OMSA students and stakeholders as they navigate our services and processes.
  c. Manage calendars; schedule meetings, events, catering, and travel arrangements; answering and screening telephone calls; and reviewing and distributing incoming correspondence.
  d. Coordinate logistical arrangements related to program events, school visits, and travel.
  e. Assisting with processing and maintaining program and office inventory (e.g., equipment, keys, furniture, etc.)
  f. Assisting with preparing reports and correspondence utilizing a variety of software and databases.
  g. Maintain departmental records in accordance with university policy.
  
  
• Personnel and Purchasing (45%)
  
  1. Perform departmental purchasing utilizing University systems including T-CARD, P-CARD, I-Buy, JVs, requisitions, and purchase orders.
  2. Perform hiring and onboarding process tasks using HR systems including: Banner, Cornerstone, JDX, HRFE, and Tracker I-9.
  3. Complete staff and group travel purchases.
  4. Assist in with fiscal reconciliation
  5. Assist with payroll
  6. Be a P-Card and T-Card holder
  7. Assist staff members with proper reconciliation of expenses.
• ADDITIONAL RESPONSIBILITIES FOR ALL STAFF (10%)
  
  1. Creating and sustaining a welcoming, learning environment that meets the needs of students and visitors.
  2. Contributing to the department by helping with the planning of, participating in, and/or attending department events and activities.
  3. Recommend areas and processes that need improvement to the leadership.
  4. Participating in assessment activities as requested.
  5. Increasing the internal and external visibility of the department by serving on appropriate committees, councils, task forces, boards, associations, etc. as requested.
  6. Continuing self-improvement by attending trainings as appropriate.
  7. Other duties as assigned.
  

Physical Demands

• Standing : Occasionally

• Walking : Occasionally

• Stairs : Rarely

• Sitting : Constantly

• Lifting/Carrying : Occasionally

• Pushing/Pulling : Occasionally

• Balancing : Occasionally

• Bending/Stooping : Occasionally

• Kneeling : Occasionally

• Squatting/Crouching : Occasionally

• Reaching : Occasionally

• Talking : Constantly

• Hearing : Constantly

• Repetitive Motions : Constantly

• Eye/Hand/Foot Coordination : Constantly

• Visual Acuity : Constantly

• Physical Exertion : Rarely
  

Additional Physical Demands

This position reports directly to the Office Manager and indirectly to the Associate and Assistant Directors that they support in the TRIO programs. These positions will work primarily with four federally funded grant programs: TRIO Talent Search, TRIO McNair Program, TRIO Upper Bound, and TRIO Student Support Services .
These positions will primarily provide administrative, purchasing, and human resources support for both programs, and secondarily for the broader department. These positions will work closely with an array of academic professionals in all TRIO programs to fulfill the programs' objectives. These positions regularly interacts with diverse constituencies, including University staff, current students, prospective students, parents, University guests, administrators, faculty, and the general community.

Travel Requirements

5% Occasional travel in town to complete purchases, reservations, or for events and programs.

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.

Employees in positions allocated to this level of the series work under direction and in support of an office or organization. They perform a wide variety of office support tasks, which require the use of judgment and initiative and the ability to operate computer systems, using word processing, database and software packages. Knowledge of the organization, programs, practices, and procedures of the unit is central to the performance of the duties.
A(n) Office Support Specialist typically -

1. screens calls and visitors for a department/unit/; determines needs and personally handles routine inquiries, requests, or problems;
2. reviews designated member(s) of the unit staff incoming mail, responding to routine items independently and distributing remainder to the designated member(s) of the unit staff;
3. keyboards confidential and/or technical material; transcribes and/or records verbatim material; composes correspondence and reports requiring knowledge of the activities of the designated member(s) of the unit staff and/or the procedures of the unit;
4. maintains a calendar of operating or administrative commitments and notifies the designated member(s) of the unit staff and/or affected staff of deadlines;
5. Coordinates unit operational projects, meetings, conferences, and/or travel arrangements and monitors and expedites progress;
6. establishes, modifies, and/or supervises the maintenance of comprehensive file and record systems for a large and complex unit, including confidential materials;
7. makes cost estimates and comparisons for goods and services; independently makes general supply purchases and researches products, obtains quotes and makes purchasing recommendations for higher cost items;
8. processes financial forms/transactions for the department and maintains an awareness of the budget for which the designated member(s) of the unit staff is responsible and participates in day-to-day fiscal decisions;
9. coordinates website updates for the unit and/or update social media accounts;
10. accompanies and/or attends meetings with the designated member(s) of the unit staff, participating as requested;
11. compiles, summarizes, organizes, and distributes information from a variety of sources for use in reports, brochures and publications, such as collecting and writing material for print or electronic newsletters;
12. maintains or assists in the maintenance of inventory records;
13. plans, organizes, assigns, and reviews the work of the unit's administrative office support staff and participates in their selection, training, supervision, and evaluation;
14. gathers, provides, and interprets information through the identification and selection of appropriate sources; initiates contacts to clarify subjective information;
15. coordinates and/or administers test proctoring including organizing delivery of test, scheduling students and/or test proctors, scheduling rooms and returning completed exams to instructors;
16. performs duties listed in lower level of this classification series;
17. performs other related duties as assigned.

Preferred Qualifications

Preferred:
1. Experience providing administrative support, utilizing standard office equipment, and an ability to learn new technology and office needs.
2.Experience with Microsoft Office
3.Experience with University HR and Business systems (e.g. BANNER, HRFE, P-Card, Tracker I-9, Web tools)

Knowledge, Skills and Abilities

• 1.Microsoft Office Suite and office standard office equipment (e.g., computer, photocopier, fax machine, etc.) 2.Experience maintaining records 3.Ability to balance multiple tasks and priorities while completing assignments in a timely matter. 4.Ability to research, gather and organize information and materials from a variety of sources. 5.Excellent organization and communication skills 6.Adaptability and good problem-solving skills 7.Able to maintain confidentiality 8.Must be able to pay strong attention to a variety of details and must be well organized 9.Must be able to work with culturally diverse groups and varied audiences, both internal and external to the University

Appointment Information

These are a 100% full-time Civil Service 3243 - Office Support Specialists positions, appointed on a 12-month basis. The expected start date is as soon as possible after 6/26/2023. 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 June 5, 2023 . Apply for these positions 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 these positions. 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 these specific positions, please contact Sandra Carter at carter28@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: 1017650
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu