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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12647138 Office Support Specialist - Gies College of Business

Office of Undergraduate Programs

Job Summary

Under minimal supervision, perform administrative support duties for the Gies College of Business Office of Undergraduate Programs.

Duties & Responsibilities

• Administrative Support

  Serve as a point of contact for routine inquiries, requests, and problems via phone, email, and in person in a friendly and professional manner.

  Create, edit, and/ or upload documents to support OUP operational needs.

  Prepare reports in Chrome River for vendor payments and reimburse employees and/ or non-employees for allowable expenses incurred in association with departmental programs and activities for UIUC T-Card transactions.

  Create and submit payment for UIUC P-Card transactions.

  Support or engage in creating, coordinate travel, and submit expense reports for unit staff for qualified travel expenses, business meals and catering.

  Schedule student appointments with deans, assistant and associate directors, coordinators, and records officers where necessary.

  Take notes during meetings as assigned.

  Participate in opening and closing office procedures

• Unit Operations Monitor inventory supplies and organization. Create iBuy requisitions to order office supplies and special requests. Add CFOAPAL information and submit for department approval. Submit F& S requests for facilities needs of the 1055, 2019 BIF suites and any OUP spaces. Assist other office support staff on tasks such as Facilities and Services event requests, phone coverage, front desk coverage, and other office needs as assigned Assist other office support staff on tasks such as Facilities and Services event requests, phone coverage, front desk coverage, and other office needs as assigned Manage key log and inventory.

• Other Duties

  Backup other functions as necessary to ensure efficient and effective business operations.

  Other duties as assigned.

Additional Physical Demands

The job involves working in an environment with regular interruptions, changing deadlines, and varying workloads.

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)

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.

Knowledge, Skills and Abilities

• Knowledge: Working knowledge of PCs and software. Familiarity with Campus Administrative Manual policies and guidelines. Understanding of office support and general office practices and procedures
• Skills: Strong oral and written communication skills. Proficiency in using office software packages. Ability to handle multiple telephone lines simultaneously with accuracy in transferring or directing calls. Good clerical and computer skills.
• Abilities: Ability to work independently and exercise judgment to solve problems or answer questions. Capability to exercise good judgment in scheduling work priorities under general guidance. Competence in working in an environment with regular interruptions, changing de dlines, and varying workloads. Customer-friendly attitude and good judgment when dealing with walk-ins, telephone inquiries, or emails.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. Sponsorship for work authorization is not available for this position. The expected start date is as soon as possible after April 16, 2025. The budgeted salary for the position is \$40,400.10 annually.

At Gies, we believe in being a place of inclusion and equity, a place where all can succeed. This position must be attentive to the College\'s commitment to diversity, inclusion, and equity and ensure it is being implemented throughout projects and activities. For more information about Gies Business, visit https://inside.giesbusiness.illinois.edu/work at-gies.

Become an Illinois professional at the University of Illinois Urbana-Champaign (UIUC) and be part of a dynamic and diverse community dedicated to making a positive impact on both local and global scales, advancing knowledge, and fostering creativity. Learn more about why YOU should join us at UIUC.

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