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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/11976396 Office Support Specialist

Illinois Global Institute

University of Illinois Urbana-Champaign

Job Summary

On a shared basis, provide a wide variety of office support tasks to the Directors and staffs of the two Centers and support for the teaching, research, and engagement activities organized by and relevant to the two Centers.

Duties & Responsibilities

• Responsible for ensuring all financial payments are executed in accordance with University business policies and completed within established timelines for payment. Become proficient in the TEM system, Chrome River, iBuy, My UI Financials, Contracts+, inventory, and various other University platforms required effective business operations.
• Work closely with IGI and CLACS staff to ensure grant and or endowment funds are being spent in accordance with both University and federal and/or external grant requirements, and/or donor intent. Assist with issuing award letters to students, faculty, and external organizations regarding annual fund allocations. Demonstrate basic fiscal knowledge of budgets and maintains up-to-date filing system of required receipts and back-up documentation.
• Assist with the daily operation of the Centers, working closely with IGI and CLACS staff; act as a confidential assistant in all matters; maintain calendars. Coordinate meetings including securing meeting space, preparing agendas, and recording and distributing minutes and notify individuals regarding committee appointments.
• Provide building operations support including managing key access for all twelve IGI departments, lock and unlock shared space, mange conference rooms reservation calendars, and serve as point of contact for building requests when needed.
• Coordinate, monitor progress of, and complete logistics, budget, travel arrangements: honoraria forms: reimbursement, room reservations, catering requests and other arrangements for events. Help arrange for speakers by issuing invitations to speak and following up on publicity details such as presenters\' biographies and abstracts; assist with developing publicity and background materials.
• Receive and process confidential materials for fellowships, scholarships, and MA admissions (when applicable) as well as grant.
• Provide information to students, faculty, and departments and visitors.
• Serve as point of contact between students, faculty, visitors and the general public and Center Staff. Answer incoming phone calls and manages email accounts. Collect and prioritize daily postal mail and email. Respond independently to routine inquiries. Coordinate domestic and international shipping. Purchase supplies and equipment.
• Assist with hiring and supervisions of student employees (academic hourlies, graduate and research assistants).
• Have access to and maintain electronic programs related to admissions, course scheduling, inventory, purchasing and payroll.
• Attend and participate in campus meetings where appropriate and related to the incumbent\'s tasks.
• Send out weekly email announcements and other event publicity announcements across campus, maintains database of faculty, students, staff institutions and other interested individuals. Process and disseminates course lists for courses related study of relevant region.
• Perform other duties as assigned to further the mission of the unit.

Required 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 conv rsion 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.

Successful candidates will have:

Familiarity with Microsoft Word, Excel, and Contribute computer programs, and ability to learn new ones as needed

Excellent command of English language, spelling and grammar

Ability to do efficient bookkeeping, processing of payments, and handling logistics and publicity for multiple events

A friendly demeanor, cooperative attitude, and good communication skills

Skill in maintaining office computer software

Knowledge of sources of information related to the Center\'s activity within and outside the University

Knowledge of Centers\' activities and programs

Above-average writing, copyediting, and proofreading skills; Ability for making independent decisions, exercising tact and discretion

Knowledge of BANNER, Chrome River, TEM, iBuy, We