Office Support Specialist - Illinois Global Institute
Role details
Job location
Tech stack
Job description
Job SummaryOn a shared basis, provide a wide variety of office support tasks to the Directors and staffs of the two Centers and support for the teaching, research, and engagement activities organized by and relevant to the two Centers. Duties & Responsibilities
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Responsible for ensuring all financial payments are executed in accordance with University business policies and completed within established timelines for payment. Become proficient in the TEM system, Chrome River, iBuy, My UI Financials, Contracts+, inventory, and various other University platforms required effective business operations.
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Work closely with assigned units' staff to ensure grant and or endowment funds are being spent in accordance with both University and federal and/or external grant requirements, and/or donor intent. Assist with issuing award letters to students, faculty, and external organizations regarding annual fund allocations. Demonstrate basic fiscal knowledge of budgets and maintains up-to-date filing system of required receipts and back-up documentation.
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Assist with the daily operation of the Centers, working closely with assigned units' staff; act as a confidential assistant in all matters; maintain calendars. Coordinate meetings including securing meeting space, preparing agendas, and recording and distributing minutes and notify individuals regarding committee appointments.
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Provide building operations support including managing key access for all twelve IGI departments, lock and unlock shared space, mange conference rooms reservation calendars, and serve as point of contact for building requests when needed.
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Coordinate, monitor progress of, and complete logistics, budget, travel arrangements: honoraria forms: reimbursement, room reservations, catering requests and other arrangements for events. Help arrange for speakers by issuing invitations to speak and following up on publicity details such as presenters' biographies and abstracts; assist with developing publicity and background materials.
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Receive and process confidential materials for fellowships, scholarships, and MA admissions (when applicable) as well as grant.
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Provide information to students, faculty, and departments and visitors.
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Serve as point of contact between students, faculty, visitors and the general public and Center Staff. Answer incoming phone calls and manages email accounts. Collect and prioritize daily postal mail and email. Respond independently to routine inquiries. Coordinate domestic and international shipping. Purchase supplies and equipment.
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Assist with hiring and supervisions of student employees (academic hourlies, graduate and research assistants).
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Have access to and maintain electronic programs related to admissions, course scheduling, inventory, purchasing and payroll.
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Attend and participate in campus meetings where appropriate and related to the incumbent's tasks
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Send out weekly email announcements and other event publicity announcements across campus, maintains database of faculty, students, staff institutions and other interested individuals. Process and disseminates course lists for courses related study of relevant region.
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Perform other duties as assigned to further the mission of the units
Requirements
Per SUCSS Class Specs 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
- Ability to communicate effectively with others.
- Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents
- Commitment to creating an inclusive environment
- Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
- Ability to easily and quickly pivot from one task to another and stay organized
- Effective time management skills.
- Ability to maintain confidentiality in all business matters
- Working knowledge of grammar, spelling, and punctuation
- Ability to acquire knowledge of activities and programs carried out in the Illinois Global Institute
- Ability to acquire knowledge of the University and College requirements, procedures, rules, and regulations
- Knowledge and ability to use BANNER, Chrome River, TEM, iBuy, Web Tools, My UI Financials, and inventory
Benefits & conditions
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 5/4/2026. Salary is commensurate with experience., 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.
