Office Support Specialist, Grad Programs - Kinesiology and Community Health

Office Support Specialist, Grad Programs - Kinesiology and Community Health

Kinesiology and Community Health

The Department of Kinesiology and Community Health (KCH) with the College of Applied Health Sciences (AHS) seeks a full-time (12-month) Office Support Specialist. This position serves as the staff support in the Department of Kinesiology and Community Health (KCH), Health Technology Education Program (HTEP), Master of Public Health (MPH), and Master of Health Administration (MHA) programs.

Job Summary

The position serves as the staff support in the Department of Kinesiology and Community Health (KCH), Health Technology Education Program (HTEP), Master of Public Health (MPH), and Master of Health Administration (MHA) programs.

Duties & Responsibilities

Administrative Support

• Screens calls and visitors for a department/unit; determines needs and personally handles routine inquiries, requests, or problems.
• Support and maintain admission communications and data for prospective students through the admissions life cycle.
• Establishes and revises the calendar(s) of the designated member(s) of the unit staff, informing him/her/them of upcoming engagements; maintains office area, including keeping displays, bulletin boards, electronic message boards up-to-date.
• Track and process student professional development funding program as directed by Program Director(s).
• In coordination with the Assistant Director(s), assists in the creation of publications for internal and external audiences (brochures, posters, letterhead, websites, social media accounts, newsletters)
• Assist Program Directors and Assistant Directors, program-associated faculty, and students with travel arrangements and conference registrations.
• Attend Department and Program meetings; keep minutes and follow through on assigned tasks.
• Prepares supply orders, issues office supplies, and maintains records.
• Responsible for timely submission of P-card and T-card/ChromeRiver expense reports, including understanding OBFS policy.

Data & Information Management

• Support the Assistant Directors and Coordinator of Internships in the internship and capstone project process, maintaining internship records, historical information, and vendor contacts.
• Maintain a database of community/industry/academic partners for professional programs. Creates, updates, revises, and retrieves files, records, and department contacts/LISTSERVs; responsible for maintaining adequate, accurate, and accessible information, including confidential materials.
• Assist Assistant Directors with maintaining contact information and job placement for students and alums.
• Assist with disseminating, data entry, and organizing surveys of students, alums, faculty, capstone/intern sponsors, and board members for programs.
• Establishes and maintains confidential records and files for program accreditation.

Special events

• Coordinates logistical arrangements for conferences, events, and meetings and prepares necessary materials and travel for the unit staff's designated member(s).
• Attending events upon request.
• Make reservations and confirm room setup with Department, College, and University liaisons.
• Assist with travel and catering/meal coordination.
• Assist Program Directors with field trip logistics for industry networking.

Communications

• Maintain regular communications with the advisory boards.
• Compiles, summarizes, organizes, and distributes information from a variety of sources for use in reports, brochures and publications, such as collecting and writing material for print or electronic newsletter.
• Assist the assistant/associate directors in communication with prospective students.
• Coordinate with AHS Marketing to update websites and social media.
• Assist with other communications as needed.

Other duties as assigned and appropriate for classification

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 measure 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)

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.

Preferred Qualifications:

• Experience with ChromeRiver
• Experience processing travel and purchasing reimbursements
• Familiarity with SLATE CRM, MS Teams, online survey tools, social media platforms

Knowledge, Skills and Abilities

• Skilled in MS Office including Word, Outlook, Excel, and PowerPoint
• Data entry skills
• Ability to be a Team Player
• Strong verbal and written communication skills
• Strong organizational skills

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 7/18/2023. 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 August 11, 2023. 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. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact AHS HR at ahs-hr@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: 1019230
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu