Support Services Specialist jobs in Champaign, IL

Office Support Specialist - OVPIAGS - Shared Administrative Services

OVPIAGS - Shared Administrative Services

Illinois is a world leader in research, teaching, and public engagement. We serve the state, the nation, and the world by creating knowledge, preparing students for lives of impact, and addressing critical societal needs through the transfer and application of knowledge. Illinois is the place where we embrace difference. We embrace it because we value it. Illinois is especially interested in candidates who can contribute, through their research, teaching, and/or service, to the diversity and excellence of the Illinois community.

The Office of the Vice Provost for International Affairs and Global Strategies (OVPIAGS) at the University of Illinois Urbana Champaign has an opening for an Office Support Specialist.

Illinois International refers to the Office of the Vice Provost for International Affairs and Global Strategies, its shared services functions, and its reporting units. We are dedicated to supporting campus internationalization through administrative, academic, and programmatic services and initiatives. This position will be part of the Shared Administrative Services/Human Resources/Global Communication/Business Operations function. Learn more about Illinois International.

Job Summary

STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Coordinate logistics for short-term and long-term undergraduate summer school programs as well as IEI regular and special programs, including but not limited to: maintain space/classroom reservation schedule, group transportation, field trips, receptions, breaks, meetings, conferences, international and domestic travel, request classrooms and meeting space, coordinate registration orientation schedules, procuring lecture and biographical materials for scheduled program lectures, reviewing and forwarding lecture materials for translation, as needed, and other program related events.

• Provide support and/or coordination to students with the following: student admissions, enrollment, fee payments, orientation/on-boarding and ad hoc student services. Confirms required documents are received for issuing of I-20’s for F1/F2 visa holders. Initiates requests in iSTART for DS2019’s for variety of Illinois International programs.
• Prepare and submit various paper or electronic fiscal transactions which may include purchase orders, Chromeriver transactions, conference registrations, domestic and international air and lodging accommodations. Serve as a resource to team members. Use the portal, reserve university vehicles for IIP Executive Office team members. Submitter and/or approver levels of authorization. Serve as proxy for transactions and process reimbursements for Leadership Team. Serve as back up to IBOPS team as it relates to attaching back-up documentation to monthly financial reports.
• Monitor and oversee unit inboxes. Run errands to include but not limited to, picking up and dropping off documents/materials to other units on campus, pick up supplies and or meals for meetings if delivery is not offered.
• In close cooperation with Illinois International Leadership, facilitate steps to recruitment, coordinate onboarding of new hires, process short-term employment, and/or exit procedures as designated on new hire/exit checklist of employees. Coordinate with different functional areas to resolve any onboarding issues in a timely manner. Work with Illinois International Human Resources, as needed.
• Coordinate logistical arrangements related to facilities and operations, including but not limited to: cleanliness, trash disposal, recycling, maintenance, relocation of furniture and equipment. Submit facility, maintenance and/or repair work orders for internal/external contractors or vendors through the facilities and Services (F&S) portal. Serve as primary contact for facility-related matters .Communicate with BSWs and disseminate facility announcements (i.e. water/electrical planned outages, etc.) to building occupants, as necessary. Serve as primary contact to maintain building keys/fobs inventory, distribution of keys and collection, requesting news keys from F&S, update inventory, grant/remove iCard building access, and request shortening or extensions of building open/locked hours. Maintain building occupancy lists including multiple building listservs and directories. Maintain building directory sign in ISB atrium. Oversee COVID signage/compliance and Certified Green Office Program.
• Monitor inventory of office supplies and other office-generated forms, handouts and other publications, including but not limited to: portfolio brochures and pamphlets .Restock and request re-orders as necessary. Track order, confirm receipt of supplies ordered and appropriately store and disburse supplies. On occasion incumbent may need to return supplies to vendor. Serve as Document Services contact.
  Serve as liaison between departments and other constituencies and/or different groups within the department (e.g., between a program coordinator and departmental faculty) providing information, assistance, and advice, as needed.
• Serve as liaison to offices for information, guidance and adherence to policies, procedures and best practices for finance/business/operations, human resources, global communications, and events. Attend staff meetings to stay current.
• Serve as back-up to Supervisor as needed.
• Serve as liaison between Division of Public Emergency Planning Coordinator to communicate emergency plan information and update building occupant lists. Updates/distributes Building Emergency Action Plan (BEAP), minimally on an annual basis. Ensures all new ISB employees have read and signed current BEAP and received training. Ensures that ‘evacuation maps’ are in place in each office and that each department has an ‘Emergency Response Guide’. Recruit emergency contacts and floor coordinators used in evacuation procedures.

Additional Physical Demands

• Physical Demands -Sedentary work.
• Work Environment-Work is performed within the office setting or as required in the course of special assignments such as orientations, workshops, etc.

Minimum Qualifications

1. High School graduation 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)
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

• Three (3) years experience working in an office environment at a State University with strict and extensive State and Federal regulations, policies and procedures.
• Experience in event planning such as recognition lunches, receptions, and other public and participant events.
• Two (2) years experience in an international office.

Knowledge, Skills and Abilities

• Specialized knowledge of the organization, programs, practices and procedures of the unit is necessary.
• Proficient knowledge of Microsoft Excel, Outlook (calendar scheduling and monitoring) and Word. Additional knowledge of Chrome River Program
• Strong knowledge of clerical and office procedures, and activities. Excellent command of grammar, spelling and composition.
• Working knowledge of University of Illinois Business and Financial Operations.
• Knowledge of University budgeting and accounting processes.
• Excellent interpersonal skills to interact with faculty, staff, students, other University departments and vendors; and to greet domestic and international visitors to the office, including both domestic and international telephone calls.
• Ability to use independent judgment and discretion in determining priorities to meet frequent deadlines and handle staff, students, faculty and program emergencies in a calm manner.
• Must have good judgment and be able to work independently.
• Ability to set priorities for projects assigned.
• Strong attention to detail, and ability to be organized and flexible in supporting program logistical needs.
• Experience in Banner, Enterprise Resource Planning (ERP), EDDIE, and additional software applications relevant to business operations.

CAMPUS AND COMMUNITY:
The University of Illinois Urbana-Champaign is a comprehensive and major public land-grant university (Doctoral/Research University-Extensive) that is ranked among the best in the world. Chartered in 1867, it provides undergraduate and graduate education in more than 150 fields of study, conducts theoretical and applied research, and provides public service to the state and the nation. It employs about 3,000 faculty members who serve over 33,000 undergraduates and 17,000 graduate and professional students. More information about the campus is available at www.illinois.edu. The university is located in the twin cities of Champaign and Urbana (total population 226,000) in east-central Illinois, and is situated about 140 miles south of Chicago, 125 miles west of Indianapolis, and 170 northeast of St. Louis. The University and its surrounding communities offer a cultural and recreational environment ideally suited to the work of a major research institution. For more information
about the community, visit: Living in Champaign-Urbana, Visit Champaign County, or Champaign County Chamber of Commerce.

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 9/18/2023. Salary is commensurate with experience.

Health insurance is available to employees (with the option to purchase coverage for spouse and dependents), required participation in State Universities Retirement System (SURS), with several options for participation in additional retirement plans. Learn more about employee benefits at the University of Illinois Newly hired employees are covered by the Medicare portion of Social Security and are subject to this deduction.

The University of Illinois has is strong committed to work-life balance and family-friendly programs for faculty and staff: Work-Life Balance & Family-Friendly Programs and Other Work-Life Programs

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 7/18/2023. 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. In order to be considered as a transfer candidate, you must apply for this position. Please include application, cover letter, resume, academic credentials, and (3) professional references, including name, email, and phone number. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. Applicants are encouraged to specifically relate their background and experience to the requirements of the position as outlined above. For further information about this specific position, please contact Illinois International Human Resources at iip-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: 1018073
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu