Office Support Specialist – 1027201-6689

This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/12269397 Office Support
Specialist

School of Art & Design

University of Illinois at Urbana-Champaign

Job Summary

Provide administrative support to the Associate Director of Design, the
Industrial Design and Graphic Design Program Chairs, and to the
Schools administrative operations.

Duties & Responsibilities

Responsibilities Supporting Design Program Chairs and Associate Director
of Design

Schedule bi-weekly Graphic Design and Industrial Design program
meetings, attend meetings, and record minutes.

Coordinate receptions and business meals for Design program curriculum
retreats, MFA reviews, career fair, alumni events, portfolio reviews by
purchasing food and scheduling travel as needed.

Maintain email lists of Graphic Design and Industrial Design students
for Program Chair correspondence and send communications on behalf of
Associate Director of Design and Program Chairs as requested.

Create and maintain annual task and events calendar for Graphic Design
and Industrial Design programs.

Schedule classroom visits with program chairs for program faculty.

Schedule student advising meetings for program chairs.

Coordinate symposiums, public events, and working group sessions for the
Design programs.

Coordinate Program Chair and Associate Director of Design travel.

Assist Associate Director of Design and Design Program Chairs with
collecting, maintaining, and analyzing data needed to support various
program efforts.

Assist Associate Director of Design and Design Program Chairs with
developing and maintaining schedules and milestones for long-term
projects.

Support visits of outside lecturers and critics for design programs,
making visitors travel arrangements, scheduling venues, receptions and
dinners; working with the business office for honorarium payments,
working with poster designers for event posters, getting posters printed
and disseminated.

Assist Student-Industry Relations Coordinator with Industrial Design
student communications.

Responsibilities Supporting School Administrative Operations

Serve as front office receptionist, adhering to the Schools reception
standards and other instructions.

Support the work of the Visitors Committee by attending meetings;
making visitors travel arrangements, scheduling venues, receptions and
dinners; working with the business office for honorarium payments,
working with poster designers for event posters, getting posters printed
and disseminated.

Support the Studio Art program by supervising, hiring, and scheduling
live models for classes, and coordinating with Human Resources to ensure
timely appointment and payroll processing for approximately 15 student
and extra-help models for studio courses.

Sort and distribute campus and postal mail and communications to School
or mailboxes.

Direct visitors with maps and/or instructions to rooms, meetings and
nearby campus locations.

Support Art Education, Art History, and Studio programs and faculty by
ordering food for classes and related events as requested.

Support Academic Affairs in communicating with admitted undergraduate
students via email correspondence and mailings.

Keep office supplies and supply closet stocked and replenishing supplies
when needed.

Place office equipment (printers & photocopier) service calls when
needed.

Enter and reconcile own expense reports for P-Card and T-Card purchases.

Send weekly Art & Design donor acknowledgement letters.

Coordinate annual Educator Micro-Residency program by collecting program
fees, reserving housing, dining, and studio needs for participants.

Assist the Directors Administrative Aide as needed with event set up
and other relevant duties.

Assist with taking attendance at Faculty/Staff meetings.

Attend workshops and training as needed for position duties.

Perform other related duties as assigned.

Working Conditions

Occasional strong odors from art materials. : Occasionally

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

Knowledge of University Policies and Procedures, School and College
By-Laws, and knowledge of the School.

Strong ability to antici