Office Support Specialist - College of Education, EPOL

Office Support Specialist - College of Education, EPOL
Education Policy, Organization and Leadership Job SummarySupport the head of the department by ensuring the day-to-day operational and administrative needs of the department are managed.

Duties and Responsibilities :

Department Relations and Administrative Coordination

• Serve as a Department liaison to various departments/units within the College and across the University, as well as the Department's alumni, therefore representing the Department to diverse internal and external constituencies.
• Act as a Department liaison to external parties: arrange conferences, meetings and luncheons within the University and others in the private sector. Such arrangements might include keynote speeches, campus visits, conference presentations, etc.
• Assist with faculty candidate visits, potential student visits, presentations, meetings, conferences and other event planning including scheduling, making reservations, attendee reports, creating flyers, ordering food and supplies, set-up and clean-up.
• Serve, as needed, as staff liaison for Department committees including Faculty Advisory Committee, EPOL Programs Committee, Graduate Student Advisory Committee and others.
• Participate in the implementation of departmental programs, objectives, and long-range planning. Determine when meetings need to be held and suggest who should attend and ensure meetings are scheduled appropriately.

Department Communications and Digital Operations

• Serve as Department website manager maintaining Department website and social media. Review content and make updates as requested or needed.
• Responsible for Department basic technology support and serves as contact person to College IT Partners unit.
• Maintain Department calendar of events and newsletter.
• Assist faculty with the creation of digital communications through scheduling, distribution and coordination with IT office.

Purchasing and Financial/Reporting

• Assist with department fiscal planning. Review department monthly fiscal statements for accuracy.
• Maintain department supplies and orders using T-Card, P-Card and I-Buy for departmental purchases and manage order log and purchase reconciliation.
• Complete necessary reports as dictated by the Department committees, College of Education or Graduate College. Compile data, collect and/or prepare materials for equal opportunity and access reports, faculty teaching load, and other annual department and college reports.

Awards, Fellowships, and Academic Recognition Support

• Assist Department with student and faculty fellowship and award planning. Help assemble and submit nomination materials. Maintain confidential and sensitive information for departmental records.

Operational Support and Special Projects

• Provide leadership on special projects as assigned.
• Provide back-up support to the Assistant to the Head.
• Perform other related duties as assigned.

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 (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

• Exceptional interpersonal skills, including the ability to interact effectively with academic faculty, students, support staff, and visitors including using professional judgment, diplomacy and ensuring timely responses.
• Ability to thrive in a team environment and actively contribute to the team's success.
• Must possess
  excellent organizational, interpersonal, and communication skills.
• Understanding of policies, procedures, and systems at the University of Illinois.
• Ability to think clearly, creatively, and to solve problems proactively.
• Ability to manage competing priorities successfully.
• Demonstrated experience with the use of standard office technology (ie. Microsoft Office Suite) and other management tools
• Familiarity with campus/university administrative structures and resources at the University of Illinois. Value diversity, equity and inclusion in all operational functions.

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 closing. The collective bargaining agreement sets a wage of $42,872.70.

Sponsorship for work authorization is not available for this position.

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 2. 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 ketchum@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1037782

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu