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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12701538 Office Support Specialist- Osher Lifelong Learning Institute (OLLI)

Osher Lifelong Learning Institute (OLLI) is accepting applications for an Office Support Specialist. OLLI at Illinois is an inclusive community that offers affordable, accessible,

high-quality educational programs designed for people fifty or older connected to East Central Illinois with the goal of enriching intellectual engagement and stimulating curiosity. The position supports OLLI Membership Services, and assists with other duties, such as office management and information systems, for the smooth operation of OLLI.

Duties & Responsibilities

Membership Services:

Serve as first point of contact at the office welcoming members and visitors.

Provide membership purchase, registration, orientation, and enrollment assistance to OLLI members.

Maintain membership records and update with changes when needed.

Assist members and guests in the office, on the phone, and via email who need assistance or information in a patient, welcoming, and timely manner.

Monitor OLLI email inboxes throughout the workday and respond in a timely manner.

Perform routine office tasks.

Direct traffic flow to appropriate locations.

Monitor and maintain library and coffee areas daily.

Office Management:

Open OLLI office each day at 8:30 a.m. and close at 5:00 p.m. (unless asked to leave open for member events)

Manage the office which includes answering phones, sorting, and distributing mail, coordinating, and sending internal and external correspondence, coordinating calendars, and ordering office supplies in a timely manner.

Maintain all necessary accounting records and send required periodic reports to the Chancellor/Provost shared business services.

Compile Course and Study Group Evaluations

Process donations in timely manner.

Maintain records and identify variances from budget categories.

Manage all cash, check, credit card, and online payment transactions and process P-card transactions.

Coordinate travel plans and process T-Card transactions.

Information Systems:

Maintain OLLI outlook and Google calendars daily and update the reception area monitor weekly and OLLI\'s Google calendar, as necessary.

Regularly review OLLI website for accuracy and alert other staff to necessary changes.

Maintain an online archive of past OLLI events.

Order changes in telecommunication service or equipment as needed. Notify Swanlund IT Department regarding computer system updates.

Assist instructors and study group facilitators with course delivery and with questions, especially those involving classroom or online presentation set-up and delivery, and with document uploads for use by students.

Communicate regularly with instructors regarding OLLI course delivery.

Minimum Qualifications

Required

High school diploma or equivalent.

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.

Preferred

Website maintenance experience.

Experience with hybrid technologies.

Knowledge, Skills and Abilities

Ability to work well with other staff and a diverse population of members and volunteers.

Composure and patience to work competently and consistently with campus and University administration as well as outside con tituents.

Ability to perform under constraints to maintain confidence in appropriate matters.

Ability to re-prioritize work due to frequent interruptions.

Ability to work independently and anticipate the needs of the Director.

Ability to prioritize assignments and duties to meet specific deadlines.

Extensive knowledge of secretarial and general office procedures, including knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting with keyboarding accurately at 40 w.p.m.

Extensive knowledge of oral and written communication skills for assisting others through personal contact, e-mail, and telephone communications.

Ability to develop and maintain office procedures and revise them as needed.

Experience with Box and other shared work interfaces.

Ability to analyze and