Office Support Specialist - Salaam Middle East & North Africa Cultural Center

Student Success, Inclusion & Belonging

Job Summary

The Office Support Specialist will serve the Salaam Middle East & North Africa Cultural Center by assisting with administrative and financial functions, providing clerical and reception support, providing information and resources to internal and external constituencies, and assisting with the daily operations of the center.

Duties & Responsibilities

• Administrative & Financial
  • Assist with all aspects of the departmental budget planning, monitoring, and record keeping.
  • Serve as the unit’s principal purchaser and work the unit director and appropriate student affairs and campus level purchasing officers to properly execute all associated fiscal processes (i.e. card services processing, Chrome River processing, iBuy processing, Banner Administrative processing, My-UI-Financials reconciling, etc.).
  • Maintain audit ready records of the unit’s fiscal, human resources, and other administrative records according to campus policy.
  • Make travel, event, and programmatic arrangements for incoming guests, students, and professional staff members.
  • Assist with unit’s human resources processes including new employee hiring and onboarding, payroll, and personnel record keeping.
  • Assist with the hiring, onboarding, supervision, and evaluation of student staff.
• Clerical & Reception
  • Serve as a primary information source for activities involving the Salaam Middle East & North Africa Cultural Center.
  • Screen calls and greet visitors for the unit.
  • Respond to routine items with accurate and up-to-date information related to the mission of the office.
  • Assist with the collection, entry, organization, of program level data.
  • Provide clerical and administrative support for the director.
  • Respond to routine inquiries on the director’s behalf and draft initial responses for correspondence requiring more knowledge and complexity for the director.
  • Maintain calendar(s) of operating or administrative commitments, notify the director and/or affected staff of deadlines.
  • Attend meetings, take minutes, and prepare typed minutes with attention to correct grammar, spelling, and punctuation.
  • Maintain unit’s filing and records with knowledge of FERPA, Title IX, and Clery Act guidelines to ensure compliance.
• Operational
  • Assist the director to coordinate all operations and activities for the smooth functioning of the office.
  • Serve as the primary contact for managing facility related matters including work orders, key requests, and maintenance requests.
  • Serve as the primary information source for activities involving the Salaam Middle East & North Africa Cultural Center.
  • Coordinate the center’s space request process and maintain the center’s space reservation calendar and email inbox(es).
  • Maintain the inventory of equipment and supplies for the office.
• Other
  • Represent the departmental or campus level committees as requested.
  • Perform other duties as assigned.

Minimum Qualifications

• 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.

Knowledge, Skills and Abilities

• Familiarity with the University of Illinois at Urbana-Champaign, the division of Student Affairs and Student Success, Inclusion, and Belonging
• Experience working with diverse students, especially those with Middle East or North Africa heritage and culture.
• Exceptional interpersonal skills and comfort serving students, alumni, faculty, staff, and community members.
• Knowledge of Microsoft Word, Excel, University webtools, electronic mail, and University administrative, human resources, and purchasing systems.

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 7/10/2023. 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 Tuesday, June 20, 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. Please upload a Cover Letter, Resume and a list with three professional references: name, phone # and email they can be contacted at. 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 Keri Collins at keric@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: 1018212
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu