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The Siebel School of Computing and Data Science in The Grainger College of Engineering at the University of Illinois Urbana-Champaign is seeking an Office Support Specialist. This role is pivotal in providing clerical and administrative support to various operations within the school, specifically focusing on facilities, inventory, receiving, and mailroom functions. The Office Support Specialist will be the primary support person for space allocation and management operations, ensuring that requests for office and lab furniture are managed effectively and that interactions with external vendors are handled professionally. Additionally, the specialist will maintain a comprehensive spreadsheet of space assignments and update various space surveys through Archibus, ensuring accurate and up-to-date records are kept. In supporting facilities operations, the Office Support Specialist will maintain the facilities “To Do” list and calendars, manage the facilities email alias, and respond to urgent matters that require immediate attention from the facilities staff. The role also involves updating and maintaining the Building Emergency Action Plan (BEAP) and reviewing submitted event forms, ensuring that all necessary information is collected and followed up on in a timely manner. The specialist will also play a crucial role in receiving operations, acting as the front-line support in the inventory and receiving area. This includes fielding and directing in-person, phone, and email inquiries, as well as providing clerical support to colleagues in the receiving area. The Office Support Specialist will assist with inventory operations by participating in periodic audits, completing equipment loan forms, and maintaining accurate records of the school’s inventory. Furthermore, the role includes responsibilities in the mailroom, such as receiving, sorting, and distributing mail as needed. The Office Support Specialist may also assume additional duties as required to further the mission of the school.
