Office Support Associate - Carl R. Woese Institute for Genomic Biology
University of Illinois

Urbana, Illinois

Office Support Associate - Carl R. Woese Institute for Genomic Biology

Carl R. Woese Institute for Genomic Biology

Job Summary
This position provides the primary clerical support to one or more research themes (faculty, visiting scientists, postdoctoral associates, and graduate and undergraduate students) in the Carl R. Woese Institute for Genomic Biology.

Duties & Responsibilities

  • Maintains the calendar for theme leader and other faculty. Schedules meetings and appointments and prepares the necessary materials. Responsible for maintaining theme conference room schedule and use
  • Arranges meetings for the faculty, accompanies the principal(s) and /or attends meetings participating as requested and assumes responsibility for composing and dispatching notices to all participants
  • Serves as a liaison and resource person for the research theme(s) with internal and external units of the University. Keyboards correspondence at the direction of the faculty. In some cases, this includes confidential material.
  • Makes travel arrangements when given instructions and makes changes as needed.
  • Utilizes the University's electronic expense management system to prepare expense reports for reimbursements, honoraria, invoice payments and other items as required
  • Orders office supplies, laboratory equipment, and other business purchases as requested utilizing the University's purchasing card (P-Card) or iBuy ordering system.
  • Maintains records of theme fiscal transactions and budget statements.
  • Reviews and distributes incoming mail for research theme. Coordinates and schedules package/freight shipments
  • Maintains research theme files using electronic Box folders
  • Monitors theme website pages and notifies IGB Communications of any needed changes.
  • Performs other related duties as assigned.
  • Physical Demands
  • Standing : Occasionally
  • Walking : Occasionally
  • Stairs : Rarely
  • Sitting : Constantly
  • Additional Physical Demands
    Physical Requirements: The work involves sitting for long periods of time.

    Work Environment: The employee works in a semi-private office which is frequently visited by faculty distributing work and instructions for each job, graduate and undergraduate students requiring help or information, fellow non-academic employees from various floors who also need help or information and occasionally the general public needing assistance. Complicated, stressful situations, which require the exercise of tact, poise, expertise, and good judgment, are frequently encountered.

    Minimum Qualifications
    1. High school diploma or equivalent.
    2. Any one or combination totaling eighteen (18) months from the categories below:
      1. 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)
      2. Work experience performing office/clerical activities, including the use of computer systems.

    Knowledge, Skills and Abilities
  • Knowledge of Microsoft Word, letter generation, report formulation, e-mail communication (both on-campus and off-campus).
  • Knowledge of Microsoft Excel to prepare reimbursement forms, budgeting documents and the like.
  • Ability to act with initiative and make independent decisions with a minimum of direct supervision.
  • Strong communication and interpersonal skills.
  • Skills, including sentence structure, grammar, spelling and punctuation required to enable the employee to perform corrections of those items in letters, manuscripts, etc., for faculty and students for whom English is a second language.
  • Ability to communicate with and obtain cooperation from personnel in other offices.
  • Ability to develop and maintain strong working relationships with colleagues.
  • Ability to plan work with changing priorities and work under pressure.
  • Ability to act with discretion when handling sensitive or confidential information.
  • Ability to exercise good judgment in fulfilling job obligations.
  • Appointment Information
    This is a 100% full-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after 10/3/2022. Salary is commensurate with experience.

    Application Procedures & Deadline Information
    Applications must be received by 6:00 pm (CST) on October 3, 2022. 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 will not be considered. For further information about this specific position, please contact IGB HR at 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 .

    Requisition ID: 1012466
    Job Category: Administrative Support
    Apply at:

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