Office Support Specialist - School of Information Sciences
University of Illinois

Office Support Specialist - School of Information Sciences

School of information Sciences

Job Summary
Serve as the primary receptionist for the Hub building (located at 614 E. Daniel St.) and backup for the iSchool main building (501 E. Daniel St.), as well as provide administrative support to the Director of Informatics Programs.

Duties & Responsibilities

• Serve as first point of contact for and greet all walk-in visitors and guests. Check-in students for scheduled and drop-in appointments with iSchool student affairs and Informatics staff.
• Answer Hub building phone line and direct calls accordingly. Serve as backup to answer iSchool main phone line as needed.
• Receive and distribute campus and US mail, as well as UPS, FedEx, etc. deliveries. Create new and remove old faculty and staff mailboxes as needed. Maintain (e.g. keep clean and organized) the reception area and mail rooms on the 4th and 5th floors.
• Serve as primary contact for room reservation requests at the Hub building and schedule accordingly. Use own judgement to approve/decline requests and/or move room locations as appropriate. Serve as backup for room reservation requests at the iSchool building.
• Perform walkthrough each evening, including locking student affairs suite doors and academic support center, as well as reporting problems accordingly.
• Maintain office supply inventory on both the 4th & 5th floors. Submit supply orders to the iSchool business office and stock/distribute supply orders that are received.
• Serve as contact for facility-related issues and communicate to/coordinate with the Assistant Director of Facilities as needed. Work with the Assistant Director of Facilities to issue new keys to and collect keys from faculty, staff, and students via the iSchool key portal.
• Make deliveries to and pick-ups from the iSchool building and other campus units as requested.

• Provide administrative support to the Director of Informatics Programs, including but not limited to travel reimbursements, meeting scheduling, and event planning/implementation.
• Monitor and respond to/forward messages sent to the Informatics general email.

• Assist with various iSchool events held at the Hub building as needed, including but not limited to signage, setup, and point of contact. Assist with iSchool convocation planning activities and work at the venue the day of the ceremony as needed.
• Serve as backup contact for the iSchool academic support center as needed.
• Perform other duties as assigned.

Physical Demands

Walking : Occasionally

Stairs : Occasionally

Sitting : Frequently

Lifting/Carrying : Occasionally

Pushing/Pulling : Occasionally

Kneeling : Occasionally

Additional Physical Demands
Typical for an office setting. Must be able to cover responsibilities when needed between two buildings

Minimum Qualifications

Per SUCSS Class Spec. High school diploma or equivalent. Any one or combination totaling two (2) years (24 months) from the categories below: 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) 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

• Strong organizational skills
• Strong oral and written skills
• Ability to work well with the general public and colleagues
• General knowledge of University policies 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 September 18th, 2024. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $40,400.10.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Sponsorship for Work authorization is not available for this position.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on September 19th, 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 not submitted through https://jobs.illinois.edu will not be considered. Please provide a cover letter, resume, transcripts and three professional references. For further information about this specific position, please contact ischool-hr@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, 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: 1025970
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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