Overview
Office Support Specialist – NCSA Jobs in Urbana, IL at University of Illinois Urbana-Champaign
Full Job Description
Office Support Specialist – NCSA
NCSA
Job Summary
Provide administrative support and coordination for the day-to-day operations of NCSA groups, project/program offices, and/or affiliated centers, as assigned. This includes but is not limited to the coordination of various meetings, visits, conferences, workshops, and training events.
Duties & Responsibilities
Administrative Support (60%)
Serve as the first point of contact for staff, visitors, faculty, and students as needed.
Maintain calendars for staff by scheduling and screening appointment requests in a timely manner.
Attend meetings as requested to take minutes, review schedules, prioritize projects, and discuss
activities.
Prepare materials, files, and background information for meetings.
Review incoming mail and respond to routine items independently, and distribute the remainder to the
designated staff
Process reconciliations, invoices, and travel expenditures and reimbursements for staff
Assist with coordinating P-card and T-card purchases, including procuring items and equipment for
employees, students, faculty, as requested.
Coordinate and Maintain filing systems, records, update data as needed
Travel and Event Support (25%)
Coordinate all office support functions for travel and event support as requested.
Coordinate meeting and event logistics for staff, such as securing space, scheduling venues, calendar
invitations, registrations, arranging travel accommodations, preparing travel reimbursements, and
collaborating with support staff for audiovisual, catering, or other needs, as applicable.
Communications Support (10%)
Compose confidential and/or technical correspondence and reports requiring knowledge of the
activities and procedures of the assigned groups, project/program offices, or affiliated centers, as
requested.
Review and disseminate communications and assist with promoting the visibility of assigned groups,
project/program offices, or affiliated centers through web, print, multimedia, and emerging media
Additional Duties as assigned (5%)
Serve as backup to other NCSA administrative support staff when designated by the Office Support
Associate’s supervisor, including assisting with event coordination (name tags, making sure caterers are
on time, setup & clean-up of events, etc
Perform other closely related duties as assigned to further the missions of NCSA and any assigned
groups, project/program offices, or affiliated centers.
Minimum Qualifications
A Highschool Diploma or Equivalent
1. One or combination totaling 2y: A. College coursework in any curriculum: 30sem hr = 1yr/Assoc or 60sem = 18m/90 sem hours = 2y/Bachelors=3y B. Work experience performing office/clerical duties, including the use of computer systems
2. One (1) year (12 months) of work experience comparable to the second level of this series.
Preferred Qualifications
2 years of experience working at a university. 1 plus years of data entry and reporting.
Knowledge, Skills and Abilities
Proficiency with Microsoft Office software. Excellent organization and communication skills. Ability to use independent judgment to make decisions. Strong attention to detail and the ability to prioritize. Sound judgment and discretion.
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 …
Title: Office Support Specialist – NCSA
Company: University of Illinois Urbana-Champaign
Location: Urbana, IL
Category:
