Office Support Specialist - College of Education, EPOL

University of Illinois Urbana-Champaign•Urbana, IL

1d•Onsite

About The Position

The Office Support Specialist in the College of Education, EPOL (Education Policy, Organization and Leadership) will support the head of the department by ensuring the day-to-day operational and administrative needs of the department are managed. This role involves serving as a liaison to various internal and external constituencies, assisting with event planning, managing departmental communications and digital operations, supporting financial and reporting tasks, and providing operational support for special projects.

Requirements

High school diploma or equivalent.
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 conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months) Associate’s degree (60 semester hours) equals eighteen (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.
One (1) year (12 months) of work experience comparable to the second level of this series.
Exceptional interpersonal skills, including the ability to interact effectively with academic faculty, students, support staff, and visitors including using professional judgment, diplomacy and ensuring timely responses.
Ability to thrive in a team environment and actively contribute to the team’s success.
Must possess excellent organizational, interpersonal, and communication skills.
Understanding of policies, procedures, and systems at the University of Illinois.
Ability to think clearly, creatively, and to solve problems proactively.
Ability to manage competing priorities successfully.
Demonstrated experience with the use of standard office technology (ie. Microsoft Office Suite) and other management tools.
Familiarity with campus/university administrative structures and resources at the University of Illinois.
Value diversity, equity and inclusion in all operational functions.

Nice To Haves

Sponsorship for work authorization is not available for this position.

Responsibilities

Serve as a Department liaison to various departments/units within the College and across the University, as well as the Department’s alumni, representing the Department to diverse internal and external constituencies.
Act as a Department liaison to external parties: arrange conferences, meetings and luncheons within the University and others in the private sector.
Assist with faculty candidate visits, potential student visits, presentations, meetings, conferences and other event planning including scheduling, making reservations, attendee reports, creating flyers, ordering food and supplies, set-up and clean-up.
Serve, as needed, as staff liaison for Department committees including Faculty Advisory Committee, EPOL Programs Committee, Graduate Student Advisory Committee and others.
Participate in the implementation of departmental programs, objectives, and long-range planning.
Determine when meetings need to be held and suggest who should attend and ensure meetings are scheduled appropriately.
Serve as Department website manager maintaining Department website and social media.
Review content and make updates as requested or needed.
Responsible for Department basic technology support and serves as contact person to College IT Partners unit.
Maintain Department calendar of events and newsletter.
Assist faculty with the creation of digital communications through scheduling, distribution and coordination with IT office.
Assist with department fiscal planning.
Review department monthly fiscal statements for accuracy.
Maintain department supplies and orders using T-Card, P-Card and I-Buy for departmental purchases and manage order log and purchase reconciliation.
Complete necessary reports as dictated by the Department committees, College of Education or Graduate College.
Compile data, collect and/or prepare materials for equal opportunity and access reports, faculty teaching load, and other annual department and college reports.
Assist Department with student and faculty fellowship and award planning.
Help assemble and submit nomination materials.
Maintain confidential and sensitive information for departmental records.
Provide leadership on special projects as assigned.
Provide back-up support to the Assistant to the Head.
Perform other related duties as assigned.