Office Support Specialist - Division of Animal Resources

Office Support Specialist - Division of Animal Resources

Division of Animal Resources

Job Summary
Under direction, provide support within the Office of the Vice Chancellor for Research and Innovation's (OVCRI) Division of Animal Resources (DAR). Perform a wide variety of office support tasks related to the administrative, business, and human resource functions of the program.

Duties & Responsibilities

• Business Operations Support
  
  • Purchasing and payments coordinator. Unit resource for purchasing, payment, and reimbursement. Keep unit informed of campus policy changes. Provide ibuy training to department staff. Manage and update inter-department order form. Create and manage unit’s vendor accounts and keep the unit’s vendor accounts list up to date. Manage the unit’s purchasing email inbox.
  • Process purchasing, payment, and reimbursement transactions utilizing banner, ibuy, p-card, t-card, and chrome.
  • Monitor DAR Bio Office page and complete initial review of animal transfer and animal order. Submit animal orders via DAR Bio, and update DAR Bio with the order status to keep researchers, vet and facility staff informed. Work with researchers, vet, and facility staff to answer any questions that arise and move the process forward.
  • Obtains quotes/cost estimates to ensure best price and quality, working with staff and vendors to ensure all requirements are met.
  • Review outstanding invoices and takes necessary action working with vendors, purchasing, and payables to ensure payments are issued and processed in a timely manner.
  • Works with OBFS, department staff, and vendors to obtain and complete purchasing contracts necessary for various purchases of goods and services. i.e., sole source contracts.
  • Closes purchase orders as needed.
  • Coordinate travel arrangements for staff, including planning flights, overnight accommodations, registration details, etc.

• Administrative Support
  
  • Coordinate and schedule complex meetings, visits, and events. Work with unit staff, various external entities, and units within the University of Illinois.
  • On behalf of the program, respond to telephone and electronic mail inquiries. Answer inquiries using independent judgment, requiring detailed knowledge and interpretation of policies and procedures.
  • Backup to Office Support Associate
  • Provide supervisory backup of clerical staff in the absence of the Business Operations Coordinator.

• HR Support
  
  • Process bi-weekly payroll (payroll entry and acknowledgement) in webtime for approximately 30 ACP civil service employees. Work with staff, supervisors and OVCRI HR to ensure timesheet entries are accurate, and take necessary steps to correct if necessary.
  • Track animal care staff holiday usage.
  • Track FMLA usage.
  • Provide HR support/backup in the absence of the Business Operations Coordinator and Assistant Director, or as needed.
  • May perform duties in lower classifications as needed.
  
  

Additional Physical Demands
Work is performed in a normal office setting with other employees that requires the ability to function while dealing with interruptions and distractions to meet the many day-to-day deadlines.

Minimum Qualifications

• 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, Skills and Abilities

• • Knowledge of Campus and University policies and procedures as well as ability to establish working relationships with staff within the ACP, OVCRI, campus administrators and external colleagues. • Works independently on day-to-day responsibilities and obtaining information from all relevant sources to make sound decisions on behalf of the ACP. • Organize, plan, and prioritize own work that allows for efficient operations within the ACP. • Experienced in all Microsoft programs (Outlook, Word, Excel, etc.) to be successful in calendaring, correspondence, spreadsheets, tracking, etc. • Must possess excellent oral and written communication skills. • Proven ability to maintain confidentiality and ensure discretion. • Excellent time management skills including the ability to prioritize work. • Exceptional interpersonal skills, including tact, diplomacy, and effective conflict resolution skills. • Possession of a strong work ethic.
  

Appointment Information
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 1/3/2023. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on 12/15/22. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact Jamie Price, emberton@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1013747
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu