Office Support Specialist - Beckman Institute for Advanced Science and Technology

Job SummaryThis position is responsible for the coordination of Space Reservations, as well as general administrative support for the institute., * Space Reservations: Coordinate all meetings, seminars, conferences and special events held at the Beckman Institute. Maintain the space reservations software and ensure use of meetings rooms meets the Space Reservations policy. Serve as the main contact to event planners, independently coordinating details from beginning of the reservation process to the end of event. Provide detailed information of room configuration, catering and equipment needs to the appropriate staff and keep them apprised of any changes to an event. Create billing spreadsheets and invoices to send to the Beckman Business office and send final invoices to units outside of Beckman Institute. Order supplies and equipment for Space Reservations utilizing I-Buy and P-card.

• General Administrative Support: Direct visitors, staff and students to appropriate personnel or offices in the Institute or other departments on campus. Answer the Institute’s main published phone lines; screen calls to determine needs and personally handle routine inquiries, requests or problems. Refer technical questions to appropriate staff. Sort Director’s Suite incoming campus and postal mail into mailboxes. Update mailboxes and research necessary changes. Maintain mailbox spreadsheet. Monitor and maintain copier room and purchase supplies when necessary for the Director’s office. Call for copier service when necessary. Maintain materials and information packet supplies; ensure packets are available for scheduled tour groups and visitors. Other duties as assigned

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.

1. One (1) year (12 months) of work experience comparable to the second level of this series. Preferred Qualifications

Experience with I-buy, P-card, T-card, Emburse, Zoom, Microsoft Teams. Knowledge, Skills and Abilities

• Ability to exercise independent judgment and initiative and maintain confidentiality.
• Excellent telephone and communication skills.
• Good organization to prioritize work tasks.
• Proficiency in the use of computers and a variety of software.

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 posting period closes. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the classification is $42,872.70., 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.

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