Office Support Specialist - Department of Chemistry (College of LAS)

University of Illinois at Urbana-Champaign

The Department of Chemistry is searching for an Office Support Specialist to provide office support for the operations, faculty and students in the Organic and Chemical Biology (OCB) Area Office.

Duties and Responsibilities

Faculty Support

• Prepare reimbursements, travel
  arrangements, and purchase orders for faculty.
• Key, proof, edit, print, and copy
  correspondence, manuscripts, and reports using Microsoft Word, Excel,
  PowerPoint, and ChemDraw. Includes letters of reference, Curriculum Vitae,
  research papers for publication, and grant proposals.
• Administer calendars for multiple
  faculty, inform faculty of impending meetings/engagements, and prepare
  necessary supporting materials.
• Establish and maintain confidential
  records and files for faculty. Sign documents for faculty as directed.
• Transcribe from a voice recording
  verbatim material, some of which may be technical or confidential.

Course Support

• Key, proof, print, and copy handouts,
  syllabi, and exams using Microsoft Word and ChemDraw.
• Assist faculty with course websites,
  uploading syllabi and lab manuals.
• Coordinate TA availability for organic
  and chemical biology students and arrange distribution of TA assignments. Sets
  up safety meetings each semester.
• Coordinate textbook orders and usage
  each semester. Order textbooks based on faculty needs. Tracks textbooks checked
  out by faculty and TAs.
• Coordinate room reservations for
  special course events; e.g. review sessions, practice talks, etc.
• Complete and obtain faculty
  authorization signature for supplemental grade forms.

General

• Independently receive and screen
  visitors, phone calls, and email inquiries related to the Organic &
  Chemical Biology Area. Exercise professional judgment when escalating inquiries
  relevant to staff or faculty as needed. Initiate contact with relevant
  resources to obtain or clarify information. Provide authoritative answers and
  information based on campus and departmental policies and procedures.
• Serve as a primary contact to schedule
  meeting room calendars via Microsoft Outlook. Provide assistance with OCB
  bulletin boards, posts posters for chemistry seminars and other area,
  department and college seminars.
  Coordinate the Snyder Scholars Program
  - 10-wk. program of select visiting undergrads from outside institutions. Send
  out solicitation letters, maintain solicitation address list, arrange for
  housing, arrival/departure, poster session, weekly research presentations, bus
  passes, gym memberships, obtaining NetID, Illinois.edu email address,
  coordinate with PI and Student Mentors, set up safety exams, obtain info &
  complete REU rating forms, work with the Grad College, SCS HR & Dept.
  Office.
• Anticipate and respond to detailed
  office support needs by continually updating, prioritizing, and improving the
  office's cyclical calendar of events for maximum office efficiency.
• Compile, summarize, and organize
  information from a variety of sources for use in reports, brochures, and
  publications per instructions.
• Prepare packages for mailing and
  coordinate shipping details. Supervise student worker for special area projects
  and perform other duties and projects as assigned.

Seminars

• Update School of Chemical Sciences web
  seminar bulletin for organic chemistry seminars, symposiums, and final
  defenses.
  Arrange food/room/accessories for all
  reception functions for named seminar speakers, Weekly Snyder Scholar
  Research Presentations, and new
  graduate student reception. Includes coordination with caterers in compliance
  with university policies.

Grad Recruiting

• Perform duties as assigned for grad
  recruiting including, but not limited to, poster session assistance,
  prospective and current student reimbursements, coordinating group meals for
  prospective students, and setup for area events and faculty presentations.

Purchasing

• Secures cost estimates and comparisons
  for goods and services and recommends purchases.
• Purchase for unit with university
  credit cards and internal purchasing system while adhering to all relevant
  policies and procedures.
• Coordinate honorariums for foreign
  national faculty visiting from universities and pharmaceutical companies.

• High school diploma or equivalent.
  
• Any one or combination totaling two (2) years (24 months) from the categories below:
  
  • 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)
    • 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

Successful Candidates Will Have

• Knowledge of principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of computers and computer systems to enter data, or process information.
• Ability to communicate accurately and effectively, as appropriate for the needs of faculty, staff, students and visitors.
• Ability to establish and maintain professional and cooperative relationship with faculty, staff and students.
• Ability to exercise initiative, confidentiality, discretion and sound judgment.
• Effective time management and organizational skills. Ability to set priorities to meet critical deadlines.
• Effective skills in attention to detail.

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 deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $43,730.70. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy. Sponsorship for work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Applications must be received by 6:00 pm (Central Time) on Tuesday, October 13. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume, and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. In order to be considered as a transfer candidate, you must apply for this 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 later than the first day of employment. For further information about this specific position, please contact lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

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.

The
University of Illinois must also comply with applicable federal export control
laws and regulations and, as such, reserves the right to employ restricted
party screening procedures for applicants.

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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1038372

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu