Office Support Specialist - College of Liberal Arts & Sciences

Applied Technologies for Learning in the Arts & Sciences (ATLAS)

University of Illinois at Urbana-Champaign

Job Summary

The Office Support Specialist will manage various business functions and support educational delivery in the College of Liberal Arts & Sciences for the new online Bachelor of Liberal Studies Degree Completion Program. This position reports to the Program Director.

Duties & Responsibilities

• Financial Operations
  
  • Use department’s purchasing application to review and maintain purchase requests and complete requisitions, purchase orders, and other related routine transactions using P-Card, iBuy, and Banner.
  • Act as program’s P-Card cardholder and reconciles P-Card transactions for staff members.
  • Manage receipt and distribution of program equipment. These tasks require the use of the FABweb application.
  • Process financial forms/transactions for the department and maintain an awareness of the budget and policy related to specific unit operations (creation, delivery, and maintenance of online courses). This includes cost transfers between units supported by the program as needed.
  • Make corrections to financial transactions as needed which may require journal vouchers or requests for budget transfers.
• Educational Support
  
  • Prepare and track Service in Excess (SIE) agreements for online course development.
  • Collaborate with Center for Innovation in Teaching & Learning (CITL) and other external providers to coordinate and track courses for delivery in the Coursera platform for the program.
  • Work with departments to ensure courses have adequate staffing for delivery.
  • Work with Registration to create courses in Banner for the program.
• Administrative Support
  
  • Screen calls and emails for the Program Director, determine needs and personally handle routine inquiries, requests, or problems, and maintain the Program Director's calendar.
  • Answer routine inquiries and performs public contact duties that require knowledge of established program procedures.
• Serve as a liaison, provide information, assistance, and advice to departments and other constituencies when the Program Director is unavailable, and other duties as assigned to further the mission of the department.
  

Required 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:

Experience using University of Illinois system applications (Banner, P-Card, TEM, FABweb, iBuy, My-UI Financials, etc.)

Successful candidates will have the following:

• Ability to communicate effectively with others.
• Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents.
• Awareness of, and sensitivity to, cultural and linguistic differences.
• Commitment to diversity and inclusion.
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
• Ability to effectively multi-task and stay organized.
• Effective time management skills.
• Ability to maintain confidentiality in all business matters.
• Working knowledge of grammar, spelling and punctuation.
• Ability to obtain working knowledge of University forms such as Banner, P-Card, TEM, FABweb, iBuy, My-UI Financials, and etc.
• Ability to acquire knowledge of activities and programs carried out in the Bachelors of Liberal Studies Program.
• Ability to acquire knowledge of University and College requirements, procedures, rules and regulations
• Ability to use Microsoft Office Suite, including Word and Excel.

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 the deadline date. Salary is commensurate with experience.

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

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on May 8, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume (months and years of employment must be included), 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. 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.

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 accessibility@illinois.edu.

Requisition ID: 1015458
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu