Office Support Specialist

University of Illinois Urbana-Champaign • Urbana, IL

6d • Hybrid

About The Position

Under general supervision, this position provides administrative support to the Department of Agricultural and Biological Engineering (ABE) by performing a variety of office support tasks that require judgment, initiative, and knowledge of ABE programs and practices. The role assists the department head, keeps the department informed of important dates and deadlines, screens calls and visitors, manages travel arrangements and inventory, and provides additional support as needed.

Requirements

• High school diploma or equivalent.
• Two (2) years (24 months) of a combination of college coursework in any curriculum and/or 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.

Nice To Haves

• Experience with university systems such as Emburse, Banner, CampusShip, and FabWeb.

Responsibilities

• Receives and screens calls and visitors, handling routine inquiries and distributing mail.
• Assists with outgoing UPS shipments and manages departmental key distribution.
• Keeps the department apprised of important dates and deadlines.
• Manages department inventory records and coordinates with facilities for work orders.
• Assists HR Specialist with compliance tracking for Ethics and Title IX trainings.
• Manages travel arrangements (airfare, lodging, conference registration, rental car) and monitors progress.
• Assists faculty, staff, and students with submitting expense reimbursements.
• Assists with c-fop maintenance and facilitates new user access to Emburse Enterprise.
• Provides support for department events, including preparing materials, assisting with catering, and making reservations.
• Maintains and updates departmental website content, physical and digital signage, and social media accounts.
• Maintains and updates department lists, including email listservs, and collects photos for departmental sites.
• Assists with coordination of various meetings and the annual Promotion and Tenure process.
• Assists with the preparation of department newsletters, including the weekly ABE eNews and weekly Advising eNews.
• Performs other duties as assigned.

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Retirement Plan
• Paid time off
• Tuition waivers for employees and dependents

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED