Office Support Specialist – Information Trust Institute – 1026893-6689

This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/12269401 Office Support
Specialist

Information Trust Institute

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Information Trust Institute is a world-leading institution with a
focus on creating more trustworthy critical infrastructure. It has been
a central part of over $200M of innovation in cyber-physical research
over the past decade and continues to advance the state of understanding
in this field. Beyond academic publication, ITI researchers work on
putting their solutions into practice and working to get them deployed
in the real world.

The Information Trust Institute in The Grainger College of Engineering
seeks applicants for an Office Support Specialist position. This
position is responsible for supporting and assisting the Information
Trust Institute (ITI) faculty, staff, students, and research centers.
This includes being responsible for initiating and coordinating a
variety of other office support functions necessary for the
administration of the unit.

Duties and Responsibilities:

Travel, Reimbursements, and Purchasing:

Process travel requests and reimbursements for faculty, staff, and
students. Includes travel coordination and payment of registration fees.

Coordinate logistics associated with external visitors, including travel
coordination, on site logistics, agenda coordination and development,
catering, travel reimbursement, etc.

Assist in procuring materials/services needed for events and visitors.
Process vendor payment and travel reimbursements resulting from events
and visitors.

Maintain records of fiscal transactions involving a variety of accounts
and provides advice regarding the appropriateness of requested
expenditures.

Events:

Coordinate and support routine and ad hoc meetings, including room
reservations, A/V prep and/or execution, catering, meeting notices and
reminders, etc.

Assist with event coordination and execution (seminars, workshops,
retreats, conferences, summer schools, etc.).

Produce, assemble, and distribute materials as needed for events or
visitors.

Add or update content on website.

Reporting:

Request, collect, and compile content needed for quarterly and annual
reports. Review for completeness. Edit or request additional content as
appropriate.

Student Appointments and Access Support:

Assist with entering student appointments in the appointment database.

Assist with requests for keys and building access, as requested.

Assist with maintaining records on student office space.

Communications and Correspondence:

Compose correspondence and reports requiring knowledge of the activities
of the principal(s) and/or the procedures of the administrative unit in
a confidential manner.

Gather, provide, interpret, and maintain data that is regularly
referenced for reporting, presentations, and communications.

Maintain research center email lists.

Other:

Attend meetings as requested.

Perform other related duties.

Minimum Qualifications:

1. High school diploma or equivalent.

2. 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)

Associates Degree (60 semester hours) equals eighteen months (18
months)

90 semester hours equals two (2) years (24 months)

Bachelors Degree (120 semester hours) equals three (3) years (36
months)

B. Work experience performing office/clerical activities, including the
use of computer systems.

3. One (1) year (12 months) of work experience comparable to the second
level of this series.

Knowledge, Skills, and Abilities:

Ability to work independently and exercise judgment in order to be able
to analyze and investigate a variety of questions or problems.

Proficiency with Microsoft Office software.

Knowledge of University of Illinois policies and procedures.

Familiarity with those used for travel, purchasing, and expended
management and processing of vendor payments.

Familiarity with or ability to learn web-based content management
system. Excellent organization and communication skills.

APPOINTMENT INFORMATION

This is a full-time Civil Service Office Support Specialist position
appointed on a 12-month service basis. The expected start date is as
soon as possible after the closing date. This is a bargained position
and as such, the salary is driven by the collective bargaining
agreement. The entry-level salary for the Office Support Specialist
classification is $40,400.10 ($20.72/hour). Hybrid work options may be
available for this position, with the ability to be on-site at the
University of Illinois Urbana-Champaign campus as needed per the
Universitys Workplace Flexibility policy. Work authorization is not
available for this position.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on November 12, 2024.
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