Merakey Jobs

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12635682 Office Support Specialist

Department of Agricultural & Biological Engineering

Job Summary

Under general supervision, provides administrative support to the Department of Agricultural and Biological Engineering by performing a variety of office support tasks which require judgement, initiative, and knowledge of ABE programs and practices. Assist the department head, keep the department apprised of important dates and deadlines, screen calls and visitors, manage travel arrangements and inventory, and provide additional support as needed.

Duties & Responsibilities

• OFFICE OPERATIONS SUPPORT

  Receives and screens calls and visitors for the department; determines needs and personally handles routine inquiries, requests, or problems.

  Provides support for department events, including awards reception/banquet, welcome back students, Thanksgiving potluck, Cookout at the ABE Farm, Pancake Feed Social, etc. Tasks could include, but not limited to preparing and distributing flyers and/or invitations, assisting with catering orders, making room reservations, etc.).

  Reviews and logs all incoming mail and packages, responding to routine items and distributing remainder to whom it is appropriate.

  Manages incoming and outgoing UPS shipments for the department.

  Manage departmental key distribution.

  Keeps the department apprised of important dates and deadlines and assists where needed to help ensure the department meets those deadlines.

  Manages department inventory records including new acquisitions in FABweb as well as requested updates by Property Accounting.

  Assists with maintenance and updates to department website.

  Assists with preparing and posting physical and digital signage.

  Assists with department social media platforms, including Facebook, Twitter and Instagram.

  Maintains and updates department lists, including email listservs.

  Organizes and collects staff, faculty and graduate photos as needed to update departmental sites.

  Coordinates with the Assistant Director of ABE Facilities, Operations and Planning to submit work orders in the Facilities & Services Portal as needed.

• BUSINESS OPERATIONS SUPPORT

  Manages travel arrangements and monitors and expedites progress for faculty, staff, and students. This includes airfare, lodging, conference registration, rental car, and any other costs associated with travel.

  Assists faculty, staff, and students with submitting expense reimbursements in Chrome River.

• DEPARTMENT HEAD SUPPORT

  Assists with coordination of various meetings such as annual reviews, monthly faculty/staff meetings, and various departmental committees.

  Assists with annual Promotion and Tenure process, including gathering required documents, and submission so the Deans office in the College of ACES.

  Assists with the preparation of department newsletters, including the weekly ABE eNews (for faculty, staff, and graduate students) and weekly Advising eNews (for undergraduate students).

• Other duties as appropriate.

Minimum Qualifications

1. High school diploma or equivalent.

2. Any one or combination totaling two (2) years (24 months) from the categories below:

   1. 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) equal three (3) years (36 months)

   2. 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.

Preferred Qualifications

Experience with university systems such as Chrome River, Banner, CampusShip, and FabWeb

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 close date. The collective bargaining agreement sets a wage of \$40,400.10.

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

Sponsorship for work authorization is not available for this position.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on April 13, 2025. 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 https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to b