Office Support Specialist - Department of Chemistry (College of LAS)

University of Illinois Urbana-Champaign•Urbana, IL

9d•Onsite

About The Position

The Department of Chemistry is searching for an Office Support Specialist to provide office support for the operations, faculty and students in the Organic and Chemical Biology (OCB) Area Office. This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $43,730.70. 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. Sponsorship for work authorization is not available for this position.

Requirements

High school diploma or equivalent.
Any one or combination totaling two (2) years (24 months) from the categories below: 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)
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
Knowledge of principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Knowledge of computers and computer systems to enter data, or process information.
Ability to communicate accurately and effectively, as appropriate for the needs of faculty, staff, students and visitors.
Ability to establish and maintain professional and cooperative relationship with faculty, staff and students.
Ability to exercise initiative, confidentiality, discretion and sound judgment.
Effective time management and organizational skills.
Ability to set priorities to meet critical deadlines.
Effective skills in attention to detail.

Nice To Haves

Microsoft Word
Excel
PowerPoint
ChemDraw
Microsoft Outlook

Responsibilities

Prepare reimbursements, travel arrangements, and purchase orders for faculty.
Key, proof, edit, print, and copy correspondence, manuscripts, and reports using Microsoft Word, Excel, PowerPoint, and ChemDraw. Includes letters of reference, Curriculum Vitae, research papers for publication, and grant proposals.
Administer calendars for multiple faculty, inform faculty of impending meetings/engagements, and prepare necessary supporting materials.
Establish and maintain confidential records and files for faculty.
Sign documents for faculty as directed.
Transcribe from a voice recording verbatim material, some of which may be technical or confidential.
Key, proof, print, and copy handouts, syllabi, and exams using Microsoft Word and ChemDraw.
Assist faculty with course websites, uploading syllabi and lab manuals.
Coordinate TA availability for organic and chemical biology students and arrange distribution of TA assignments.
Sets up safety meetings each semester.
Coordinate textbook orders and usage each semester.
Order textbooks based on faculty needs.
Tracks textbooks checked out by faculty and TAs.
Coordinate room reservations for special course events; e.g. review sessions, practice talks, etc.
Complete and obtain faculty authorization signature for supplemental grade forms.
Independently receive and screen visitors, phone calls, and email inquiries related to the Organic & Chemical Biology Area.
Exercise professional judgment when escalating inquiries relevant to staff or faculty as needed.
Initiate contact with relevant resources to obtain or clarify information.
Provide authoritative answers and information based on campus and departmental policies and procedures.
Serve as a primary contact to schedule meeting room calendars via Microsoft Outlook.
Provide assistance with OCB bulletin boards, posts posters for chemistry seminars and other area, department and college seminars.
Coordinate the Snyder Scholars Program – 10-wk. program of select visiting undergrads from outside institutions. Send out solicitation letters, maintain solicitation address list, arrange for housing, arrival/departure, poster session, weekly research presentations, bus passes, gym memberships, obtaining NetID, Illinois.edu email address, coordinate with PI and Student Mentors, set up safety exams, obtain info & complete REU rating forms, work with the Grad College, SCS HR & Dept. Office.
Anticipate and respond to detailed office support needs by continually updating, prioritizing, and improving the office's cyclical calendar of events for maximum office efficiency.
Compile, summarize, and organize information from a variety of sources for use in reports, brochures, and publications per instructions.
Prepare packages for mailing and coordinate shipping details.
Supervise student worker for special area projects and perform other duties and projects as assigned.
Update School of Chemical Sciences web seminar bulletin for organic chemistry seminars, symposiums, and final defenses.
Arrange food/room/accessories for all reception functions for named seminar speakers, Weekly Snyder Scholar Research Presentations, and new graduate student reception. Includes coordination with caterers in compliance with university policies.
Perform duties as assigned for grad recruiting including, but not limited to, poster session assistance, prospective and current student reimbursements, coordinating group meals for prospective students, and setup for area events and faculty presentations.
Secures cost estimates and comparisons for goods and services and recommends purchases.
Purchase for unit with university credit cards and internal purchasing system while adhering to all relevant policies and procedures.
Coordinate honorariums for foreign national faculty visiting from universities and pharmaceutical companies.