Office Support Specialist

University of Illinois Urbana-Champaign•Urbana, IL

About The Position

The Office Support Specialist provides administrative and financial support, manages administrative workflows, and assists with event planning in the Department of Animal Sciences, College of ACES at the University of Illinois Urbana-Champaign. The position supports faculty and staff with finance and accounting processes, general office operations, teaching preparation, and meetings and events. This is a 100% full-time Civil Service position appointed on a 12-month basis. The expected start date is as soon as possible. The position is not eligible for work-authorization sponsorship.

Requirements

High school diploma or equivalent.
A total of two years (24 months) from college coursework and/or work experience performing office or clerical activities, including use of computer systems. Coursework is credited according to the stated conversion table: 30 semester hours equals 12 months, an associate’s degree equals 18 months, 90 semester hours equals 24 months, and a bachelor’s degree equals 36 months.
One year (12 months) of work experience comparable to the second level of this series.
Excellent organizational skills and attention to detail.
Ability to manage multiple priorities and keep administrative workflows moving.
Proficiency with Office 365 tools and comfort learning web-based administrative systems.
Strong communication skills.
Ability to handle financial and organizational information accurately and with appropriate discretion.
Ability to encourage cooperation and teamwork while working toward solutions that benefit all parties involved.
Ability to proactively act on opportunities and issues to capitalize on or resolve them.
Ability to build a logical approach to address problems or opportunities effectively.
Ability to consider the effects of words, actions, and behavior on others.
Dependability in all aspects of the job.
Ability to respond positively to change and adjust work style to the situation.

Nice To Haves

Work experience demonstrating the ability to perform administrative support, office operations, transaction processing, scheduling, and related responsibilities.
Experience supporting finance, accounting, purchasing, contracts, audit, or administrative operations.
Experience in higher education or a similarly complex organizational setting.
Experience coordinating meetings, events, or travel.
Knowledge of University of Illinois or comparable financial systems.

Responsibilities

Purchase supplies and equipment using various types of funds according to departmental and university protocols, document receipt, and follow up with vendors on backorders as needed.
Reconcile P-Card and T-Card transactions according to departmental, university, and state guidelines; provide detailed expense justifications and stay current on expense allowability and card policies.
Arrange faculty and staff travel for meetings and conferences, including flights, hotels, rental vehicles, meeting space, and meals.
Serve as a Chrome River delegate and prepare travel and other reimbursements for faculty and staff.
Act as backup approver for timesheet submissions for hourly staff hired under supported faculty.
Create and manage appointment submissions in the My.ACES application for supported faculty’s staff.
Assist with identifying and processing deposits, including gifts, ACH/wire payments, and service activity payments.
Provide backup for other departmental business office personnel and take on related duties that support the department’s mission.
Receive calls and emails, respond to routine matters, and relay messages requiring principals’ attention.
Receive and distribute incoming mail and packages and ship outgoing packages, preparing specialized documentation when needed.
Assist with teaching preparation, including formatting tests and quizzes, arranging notes, and monitoring attendance records.
Inform faculty and staff about departmental, university, and state operations, policies, and procedures.
Prepare correspondence, make recommendations, and edit event presentation materials for faculty and their programs.
Maintain calendars, schedule appointments and meetings, and coordinate conference rooms and presentation equipment at two locations.
Assist with office supply inventory and key assignments and inventory; contact maintenance personnel regarding repairs and work orders.
Provide other assigned administrative and operational support, including participating in the administrative team.
Assist with and coordinate annual conferences and events, including the Dairy Annual Golf Outing, Transition Illinois, Department Spring Award Luncheon, and Graduate Student Appreciation Week; manage registration lists and fees paid.
Update faculty and staff about upcoming events and gather pertinent materials and information.
Coordinate with venues to obtain contracts, support meeting logistics, plan meals, and confirm logistical details before meetings.
Track meeting or event promotional items, including items previously distributed and items still needed.