Office Support Specialist - Native American House

Student Success, Inclusion & Belonging

Job Summary

To provide personal assistance and support to the Director of the Native American House (NAH), and to provide managerial, clerical, and organizational support to the Assistant Director(s) and to provide supervision and resources to the student staff and interns.

Duties & Responsibilities

• Assist the Director in overseeing NAH’s budget; maintain day-by-day records of unit transactions, act as primary purchaser for the unit. Manage and maintain all records of the unit’s fiscal transactions and funding involving a variety of accounts and provide advice regarding the appropriateness of requested expenditures with regards to budget. Manage the processing of TEM, P-Card, journal vouchers, receipts, invoices and requisitions, process work orders, maintain accurate and timely records. Process contracts for service & honoraria, manage funding board applications. Initiate orders for computer equipment and repair, and office furniture. Requires knowledge of NAH accounts to ensure proper account is assigned the charge for the supplies.
• Supervise and coordinate all operations and activities for the smooth functioning of the office including opening and closing procedures. Serve as the primary information source for activities involving the NAH. Maintain NAH calendars, email inboxes and respond to inquiries as needed. Oversee unit space reservation system.
• Act as assistant to the Director; sign documents/act as proxy for the Director as needed, draft initial responses, compose correspondence and reports requiring knowledge of the activities of the principle and/or the procedures of the unit. Maintain calendar of operating or administrative commitments, notify the Director and/or affected staff of deadlines. When needed, attend meetings in the Director’s stead.
• Secure complex university business travel and confirm related visits for staff, students, and guests.
• Manage scholarships and awards; monitor incoming donations, assist Director with maintenance of donor relations, coordinate thank-you letters and other contact as needed, assist with planning and implementation of fundraising events.
• Plan, organize, assign, and review work assignments for the unit's student staff and participate in their selection, and evaluation in collaboration with the Director and the centers mission and goals.
• Coordinate unit projects, meetings, conferences. As needed, represent NAH at meetings for Director and take minutes or report back.
• Assists in hiring, planning, organizing, overseeing and assigning work to undergraduate student office assistants and interns for NAH and supervise student assistants, establish work schedules, evaluate work activities, and sign timesheets. Initiate timesheet management of all employees to ensure accuracy and timely submission to payroll. Keep current with university human resources training and policy directives.
• Maintain comprehensive files and records systems, which may include confidential materials in accordance with confidentiality and compliance policies and ethics with an acute awareness of FOIA regulations and create and update NAH Policies and Procedures Manual per University Compliance.
• Maintain well-stocked workplace, order office and kitchen supplies using I-Buy and P-Card. Manage catering orders for NAH events. Provides clerical support for staff and serves as a liaison between NAH and external entities in order to facilitate the variety of activities and programs underway. Ensure facilities are in good working order, coordinate with F&S and others as needed to maintain the facility.
• Assist Director with coordination of NAH events and programs on and off campus.
• 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.

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 8/1/2023. 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 Thursday, July 6th. Please upload a Cover Letter, Resume, and a list with three professional references (name, phone number, and email). 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 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: 1018365
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu