Office Support Specialist – Department of Chemistry, IMPA Area Office
College of Liberal Arts & Sciences
University of Illinois Urbana-Champaign
Job Summary
Under general supervision from a designated supervisor, performs office support tasks for faculty in the Inorganic, Materials, Physical, and Analytical Chemistry areas and general clerical duties within the Inorganic, Materials, Physical, and Analytical (IMPA) area office.
Duties & Responsibilities
- Screen calls and visitors for IMPA area; determine needs and personally handle routine inquiries, requests, or problems, provide factual information regarding unit regulations and procedures.
- Coordinate with the area supervisor and participating faculty to arrange weekly seminar programs, and prepare schedules for various visitors to the area, and conferences as requested. This includes travel arrangements, publicity (both posters, paper schedules, and web announcements), room reservations, coordinating appointments, meals, and all follow-up work for reimbursements, honorariums, and precise completion of all details.
- Collect and review information regarding miscellaneous reimbursements for faculty, postdocs, and graduate students and assists in processing in the Chrome River system. Collects and reviews information regarding travel reimbursements for visitors, both domestic and foreign, and assists in processing in the Chrome River system. Makes purchases for faculty, postdocs, and graduate students using T-Card and P-Card.
- Assist the IMPA office with graduate student seminars. This includes informing students of deadlines, assisting with scheduling the seminars and practice times, designing posters for literature seminars as well as advertising the event on the web with final approval for poster and design by area supervisor.
- Assist with the calendar for several faculty with full access to make appointments. This includes fielding phone calls, walk-ins, and e-mails from faculty, graduate students, visitors, and other campus areas, for setting up group meetings, individual meetings, preliminary exams, final defenses, literature seminars, guest seminars, special events (graduate recruiting, special lectures) and notifying the faculty of scheduling updates.
- Maintain bulletin boards displaying current information on student employment opportunities, course announcements, seminars, and notices to faculty.
- Assist with calendar for area conference rooms which are heavily used for meetings, recruiting, presentations, seminars, and classes.
- Responsible for organizing and updating complex filing systems using both paper files and computer databases. All areas maintain files for faculty, students, publications, research, grants, budgets, reimbursements, and various other pertinent information. Many of these files are highly confidential.
Required 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.
Successful candidates will have:
- Ability to communicate effectively with others.
- Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents.
- Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.
- Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
- Ability to effectively multi-task and stay organized.
- Effective time management skills.
- Ability to maintain confidentiality in all business matters.
- Working knowledge of grammar, spelling, and punctuation.
- Ability to operate MAC and PCs, fax, copy machines, scanners, and poster printers.
- Knowledge of clerical procedures and office routines.
- Ability to use computer programs including but not limited to Microsoft, File Maker Pro, ChemDraw, EndNote, Adobe Acrobat, Adobe Photoshop, Oracle Calendar, and MathType.
- Knowledge of chemical terminology, including the ability to proofread with accuracy.
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 the deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $40,400.10 ($20.718/hour). Sponsorship for Work authorization is not available for this position. The employee hired into this position will be expected to work onsite on a full-time basis.
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 (Central Time) on September 9, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover
letter, resume (months and years of employment must be included), and
names/contact information for three professional references. Please remember to
include specific information on how you meet the qualifications of the position
in your application materials, including all relevant
experiences. 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 lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois must also comply with
applicable federal export control laws and regulations and, as such, reserves
the right to employ restricted party screening procedures for applicants.
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, 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: 1026275
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
The University of Illinois is an Equal Opportunity/Affirmative Action Employer. The administration, faculty and staff embrace diversity and are committed to attracting qualified candidates who also embrace and value diversity and inclusivity.
Office Support Specialist – Department of Chemistry, IMPA Area Office
College of Liberal Arts & Sciences
University of Illinois Urbana-Champaign
Job Summary
Under general supervision from a designated supervisor, performs office support tasks for faculty in the Inorganic, Materials, Physical, and Analytical Chemistry areas and general clerical duties within the Inorganic, Materials, Physical, and Analytical (IMPA) area office.
Duties & Responsibilities
- Screen calls and visitors for IMPA area; determine needs and personally handle routine inquiries, requests, or problems, provide factual information regarding unit regulations and procedures.
- Coordinate with the area supervisor and participating faculty to arrange weekly seminar programs, and prepare schedules for various visitors to the area, and conferences as requested. This includes travel arrangements, publicity (both posters, paper schedules, and web announcements), room reservations, coordinating appointments, meals, and all follow-up work for reimbursements, honorariums, and precise completion of all details.
- Collect and review information regarding miscellaneous reimbursements for faculty, postdocs, and graduate students and assists in processing in the Chrome River system. Collects and reviews information regarding travel reimbursements for visitors, both domestic and foreign, and assists in processing in the Chrome River system. Makes purchases for faculty, postdocs, and graduate students using T-Card and P-Card.
- Assist the IMPA office with graduate student seminars. This includes informing students of deadlines, assisting with scheduling the seminars and practice times, designing posters for literature seminars as well as advertising the event on the web with final approval for poster and design by area supervisor.
- Assist with the calendar for several faculty with full access to make appointments. This includes fielding phone calls, walk-ins, and e-mails from faculty, graduate students, visitors, and other campus areas, for setting up group meetings, individual meetings, preliminary exams, final defenses, literature seminars, guest seminars, special events (graduate recruiting, special lectures) and notifying the faculty of scheduling updates.
- Maintain bulletin boards displaying current information on student employment opportunities, course announcements, seminars, and notices to faculty.
- Assist with calendar for area conference rooms which are heavily used for meetings, recruiting, presentations, seminars, and classes.
- Responsible for organizing and updating complex filing systems using both paper files and computer databases. All areas maintain files for faculty, students, publications, research, grants, budgets, reimbursements, and various other pertinent information. Many of these files are highly confidential.
Required 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.
Successful candidates will have:
- Ability to communicate effectively with others.
- Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents.
- Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.
- Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
- Ability to effectively multi-task and stay organized.
- Effective time management skills.
- Ability to maintain confidentiality in all business matters.
- Working knowledge of grammar, spelling, and punctuation.
- Ability to operate MAC and PCs, fax, copy machines, scanners, and poster printers.
- Knowledge of clerical procedures and office routines.
- Ability to use computer programs including but not limited to Microsoft, File Maker Pro, ChemDraw, EndNote, Adobe Acrobat, Adobe Photoshop, Oracle Calendar, and MathType.
- Knowledge of chemical terminology, including the ability to proofread with accuracy.
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 the deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $40,400.10 ($20.718/hour). Sponsorship for Work authorization is not available for this position. The employee hired into this position will be expected to work onsite on a full-time basis.
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 (Central Time) on September 9, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover
letter, resume (months and years of employment must be included), and
names/contact information for three professional references. Please remember to
include specific information on how you meet the qualifications of the position
in your application materials, including all relevant
experiences. 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 lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois must also comply with
applicable federal export control laws and regulations and, as such, reserves
the right to employ restricted party screening procedures for applicants.
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, 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: 1026275
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
The University of Illinois is an Equal Opportunity/Affirmative Action Employer. The administration, faculty and staff embrace diversity and are committed to attracting qualified candidates who also embrace and value diversity and inclusivity.
, Office Support Specialist – Department of Chemistry, IMPA Area Office
