Office Support Specialist
Siebel School of Computing and Data Science
The Grainger College of Engineering
University of Illinois Urbana-Champaign
Join our dynamic team at the Siebel School of Computing and Data Science! We are currently looking for a motivated individual to take on the role of Office Support Specialist. This position offers a high level of responsibility and independence, making it an excellent opportunity for those looking to grow and develop their careers.
The Siebel School of Computing and Data Science in The Grainger College of Engineering seeks applicants for an Office Support Specialist position. This position is responsible for work under the direction of the Director, the Assistant to the Director, and Associate Director to perform administrative support duties on a daily basis .
Duties and Responsibilities:
• Under the supervision of the Assistant to the Director, work closely with the Director and Associate Directors on a variety of clerical and supporting tasks.
o Provide support for faculty meetings and other school meetings: including lunch orders, invitation and reminder emails, calendar entries, preparing meeting materials, room set up, and taking minutes.
o Assist with faculty mentoring program, annual reviews, faculty recruiting, assembling promotion materials, coordinating annual surveys, etc.
o Coordinate the Affiliate appointment and renewal process by tracking term dates, communicating with candidates, and drafting updated offer letters in conjunction with Human Resources.
o Review and edit confidential documents to ensure proper formatting, spelling, grammar, sentence structure, and punctuation.
o Sign documents on behalf of Director, as directed.
• Serve as assistant to the Director and Associate Directors, as needed.
o Support Associate Directors' calendars, reminding them of upcoming meetings and deadlines.
o Support committees that are related to the Director or Associate Director by arranging meetings, attending and taking minutes as requested, and supporting follow-up activities.
o Support tasks related to the needs of the Instructional teaching faculty.
o Assist the Assistant to the Director with duties related to faculty hiring and provide primary support for the Teaching Faculty search committee.
• Perform back-up duties of the main receptionist in screening calls and visitors to the Administrative Office, determining need and personally handling routine inquiries, requests, or issues.
o Oversee shared email folder by monitoring the inbox and distributing emails to the appropriate recipients.
o Plan, organize and review work for student workers.
o Serve as primary back-up for the Director's support team members.
• Manage travel arrangements and itineraries for visitors hosted by the Director or Associate Directors, including speakers and candidates for faculty positions.
o Make airline, hotel, conference reservations, and arrange transportation to and from destination(s).
o Provide support for the Director's students, including conference registration, travel, tracking TA/RA appointments, and purchasing research supplies.
o Reconcile travel and purchasing transactions in a timely manner and in accordance with OBFS policies.
o Serve as back up hospitality contact for guest speakers.
• Assume additional appropriate duties to further the mission of the school.
Minimum Qualifications:
• 1. High school diploma or equivalent.
• 2. Any one or combination totaling two (2) years (24 months) from the categories below:
o 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)
o 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:
Effective verbal and written communication skills.
Ability to provide exemplary customer service to internal and external visitors to the school.
Proficiency in Microsoft Office programs, email, and internet.
Excellent organizational skills.
Ability to interpret policies and procedures to effectively solve problems.
Perform a wide variety of office support tasks, which require the use of judgment and initiative and the ability to operate computer systems, using word processing, database and software packages.
Knowledge of the organization, programs, practices, and procedures of the unit is central to the performance of the duties.
APPOINTMENT INFORMATION
This is a full-time Civil Service Office Support Specialist position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Support Specialist classification is $42,032.38 ($21.555/hour). Sponsorship for work authorization is not available for this position. Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy
APPLICATION PROCEDURES AND DEADLINEINFORMATION
Applications must be received by 6:00 pm (Central Time) on July 28, 2025.Apply for this position using the Apply Now button at the top or bottom of thisposting. In order to be considered as a transfer candidate, you must apply forthis 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 laterthan the first day of employment. For further information about this specificposition, please contact David Hartzell at dsh@Illinois.edu.For questions regarding the application process, please contact 217-333-2137.
The University of Illinois offers a very competitive benefits portfolio,depending on the position. Click for a complete list of Employee Benefits.
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 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 : 1031225
Job Category : Administrative Support
Apply at: https://jobs.illinois.edu