Office Support Specialist - Siebel School of Computing and Data Science

Office Support Specialist

Siebel School of Computing and Data Science

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Siebel School of Computing and Data Science in The Grainger College of Engineering seeks applicants for an Office Support Specialist position. This position works under direction of the Senior Director of External Relations and Constituent Engagement to provide clerical and administrative support to members of the school's external relations and administrative teams on a day-to-day basis, requiring advanced knowledge of general office procedures, the ability to interpret and apply school and university policies and procedures, and the operation of a variety of office equipment.

Duties and Responsibilities:

* Provide support for school programs and activities by tracking registrations, scheduling meetings, ordering meals, creating name labels, sending reminder emails, supporting school events, and other tasks as needed to ensure the smooth operation of these programs. Serve as back-up hospitality contact for guest speakers. Oversee shared email folders by monitoring the inbox and distributing emails to the appropriate recipients. Assist the events and communications coordinators with Siebel space requests and other event logistics. Direct visitors, faculty, staff, and students to the appropriate person or destination.

* Work with administrative offices, external relations, and student groups on requests for purchasing, travel reimbursement, and other relevant job functions. Oversee process for ordering and arranging purchases related to school events, corporate relations, broadening participation in computing, K-12 activities, and project manager programs.

* Provide clerical assistance to the Senior Director of External Relations and Constituent Engagement, the Director of Administration and Operations, and other assigned personnel, including arranging internal and external meetings and appointments, scheduling times, reserving rooms, and coordinating activities, using good judgment concerning priorities and time limits. Make travel arrangements, which generally involve airline, hotel, and conference reservations, for the Senior Director of External Relations and Constituent Engagement, the Director of Administration and Operations, and other members of their teams, as needed. Coordinate travel and itinerary arrangements for visitors hosted by the Directors and/or their team members.

* Assume additional appropriate duties to further the mission of the school.

Minimum Qualifications:

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 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)
• 90 semester hours equals two (2) years (24 months)
• Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
2. 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.

Knowledge, Skills and Abilities:

* Proficiency in Microsoft Office programs, email, and internet.

* Ability to communicate effectively and respond appropriately to others' needs or concerns.

* Excellent organizational skills.

* Attention to detail.

* An advanced understanding of university policies and procedures is critical to ensure compliance with university regulations.

* Ability to occasionally work school events outside standard business hours with prior notice.

This is a full-time Civil Service Office Support Specialist position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Support Specialist classification is $42,872.70 ($21.986/hour). This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy.

This position is not eligible for any type of sponsorship for work authorization.

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