Office Support Specialist - Engineering Administration
University of Illinois

Urbana, Illinois

Office Support Specialist - Engineering Administration

Job Summary
Deliver clerical and administrative duties for the Access Point Office.

Duties & Responsibilities

Front Desk/Reception

  • Serve as first point of contact for all visitors to the Access Point units
  • Screens calls and emails including routine inquiries, requests, or problems for all Access Point units
  • Assist students and other visitors in checking in for Access Point services such as appointments, interviews, and events in the Access Point office suites
  • Open Access Point shared spaces to the team and public including turning on lights, opening entrances and turning on shared equipment when the office opens
  • Closing Access Point shared spaces to the team and public including turning off lights, closing entrances and turning off shared equipment when the office closes
Space/Supplies Coordination
  • Coordinate with Facilities & Services and other vendors/service providers to resolve maintenance problems
  • Maintain office supply and equipment inventory
  • Manage internal and external space reservations
  • Responsible and accountable for all room keys and iCard access to suites 3270 DCL (Digital Computer Lab) and 3300 DCL, including a log of all staff members issued keys and iCard permissions
  • Pick up, sort, and distribute postal mail for the office
  • Receive and ship boxes and materials via UPS and other providers
  • Serve as floor coordinator for BEAP (Building Emergency Action Plan)
  • P-Card/T-Card Transactions, Purchasing
    • Log and process office p-card and t-card transactions
    • Maintain office equipment records and monitor office supply inventory
    • Order supplies through I-Buy and submit purchase orders for Access Point units
Seasonal Projects & Special Events
  • Provide administrative support for various projects and events requested by Access Point units
  • Perform other duties as assigned by supervisor
Minimum Qualifications
  • High school diploma or equivalent.
  • Any one or combination totaling two (2) years (24 months from the categories below:
  • College coursework in any curriculum, a 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)
  • 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
  • Exceptional customer service skills, using training and team resources to accurately answer questions, solve problems and meet needs
  • Professional, respectful, and courteous attitude, including in busy and stressful situations
  • Ability to accurately complete tasks and responsibilities in a timely manner without constant supervision
  • Ability to follow instructions and receive and implement constructive feedback
  • Ability to prioritize and execute multiple tasks, duties, responsibilities, and deadlines, according to goals set by supervisor
  • Ability to anticipate needs and proactively plan or seek out productive work during "downtime"
  • Strong written and verbal communication, including documenting processes and procedures
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 10/4/2022. Salary is commensurate with experience.

Application Procedures & Deadline Information
Applications must be received by October 4, 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 this website will not be considered. For further information about this specific position, please contact Thurman Etchison 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 : 1011188
Job Category: Administrative Support
Apply at:

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