Office Support Specialist - Academic Inclusive Excellence
University of Illinois

Urbana, Illinois

This job has expired.

Office Support Specialist - Academic Inclusive Excellence

Academic Inclusive Excellence

Job Summary
Provides administrative support to the Office of Academic Inclusive Excellence principals (Director of Campus Culture & Climate, Director of Curriculum Development & Education, and Associate Director for Diversity Initiatives) and support related initiatives within the Academic Inclusive Excellence program.
Duties & Responsibilities:
Principle and Program Support

  • Oversee calendars and meeting management for Directors/Associate Directors, acting as proxy for principle as directed, composing correspondence, and notifying principles of deadlines
  • Coordinate unit projects, track progress, take meeting minutes, and provide administrative support to the programs within the Academic Inclusive Excellence; including event RSVPs, creating, and coordinating printed material; identifying and reserving appropriate space and catering as needed
  • Support web calendars, website copyediting, and the development/management of OVCDEI's photo database.
    Provide assistance preparing annual and ad hoc reports.
Office Operations
  • Answer incoming calls in a professional manner by providing relevant guidance and service.
  • Provide day-to-day administrative support as needed for AIE staff
  • Prepare, edit, proofread, and format letters, emails, and various other confidential and highly sensitive documents
  • Assist with conference registration, travel planning, and expense reports for AIE staff as needed
  • Maintain office supplies and equipment
  • Purchase equipment, supplies, travel, etc. with Tcard, Pcard, and iBuy
  • Maintain records/receipts for all AIE division financial transactions
  • Supervise and train student employees or Extra Help staff as needed for special projects/events
  • Perform related duties as assigned
Event Operations
  • Assist in developing timelines for projects and events
  • Provide support in scouting for resources necessary for the facilitation of events and programs
  • Develop and monitor Web Tools forms, i.e., keep track of registration numbers, evaluations, and surveys
  • Organize and prepare for registration and attend events/programs
  • Provide support in setting up and closing out events
Physical Demands
  • Standing : Frequently
  • Walking : Frequently
  • Sitting : Frequently
  • Lifting/Carrying : Occasionally
  • Bending/Stooping : Rarely
  • Talking : Frequently
  • Hearing : Frequently
  • Visual Acuity : Frequently
  • Additional Physical Demands
    Standard Office Setting

    Travel Requirements

    Minimum Qualifications
    • High school diploma or equivalent.
    • 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.
    • 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 as direct support to executive-level administrators
    • Experience developing accessible media.
    Knowledge, Skills, and Abilities:
    • Demonstrated professionalism and mastery C-Suite office etiquette, including phone, emails, and in-person presence
    • Excellent organization and communication skills
    • Ability to use independent judgement to make decisions
    • Strong critical thinking skills, attention to details, and the ability to prioritize
    • Sound judgment and discretion
    • Proficiency in Microsoft Office Software, including the ability to use Word Templates and Mail Merge options to produce printed material, (nametags, table tents, programs, etc.)
    • Proficient in Calendaring and ability to utilize meeting software such as Skype meetings, Doodle, GoToMeeting, Zoom, etc.
    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 4/3/2023. Salary is commensurate with experience.

    For more information on Civil Service classifications, please visit the SUCSS web site at .

    Application Procedures & Deadline Information
    Applications must be received by 6:00 pm (CST) on March 24, 2023. 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 will not be considered. For further information about this specific position, please contact Hope Farney at For questions regarding the application process, please contact 217-333-2137.

    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, COVID-19 vaccination requirement, 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. 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 .

    Requisition ID: 1015180
    Job Category: Administrative Support
    Apply at:

    This job has expired.

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