What are the responsibilities and job description for the Office Support Specialist - School of Information Sciences position at illinois?
Duties & Responsibilities
- Reception • Serve as first point of contact for all walk-in visitors and guests. • Serve as first person to answer the iSchool main phone line and direct calls accordingly. • Receive and distribute campus and US mail, as well as UPS, FedEx, etc. deliveries. Create new and remove old staff mailboxes as needed. Serve as primary receiver for all purchase order and iBuy items requiring proof of receipt and/or P-tag. Coordinate the pickup of empty library book envelopes with the campus mail carrier. • Serve as primary contact for room reservation requests at the iSchool building and schedule accordingly. Use own judgement to approve/decline requests and/or move room locations as appropriate. Serve as backup for room reservation requests at the Hub building. • Perform walk through each evening, including locking second floor stairwell door, as well as reporting problems accordingly. • Maintain office supply inventory for the iSchool building. Submit supply orders to the iSchool business office and stock/distribute supply orders that are received. • Serve as contact for facility-related issues and communicate to/coordinate with the Assistant Director of Facilities as needed. Work with the Assistant Director of Facilities to issue new keys to and collect keys from faculty, staff, and students via the iSchool key portal. Assist with key inventory/audit as needed. Issue vending machine refunds as needed. • Make deliveries to and pick-ups from the Hub building and other campus units as requested. • Maintain the organization and cleanliness of the front office and supply closet.
- Administrative Support • Provide administrative support to the Assistant Director of Facilities, including but not limited to meeting scheduling and associated materials. • Monitor the iSchool@illinois.edu email daily and use own judgement to forward or reply to emails appropriately. • Submit bagged meter requests as directed by the Assistant to the Dean.
- Other • Assist with iSchool convocation planning activities and work at the venue the day of the ceremony as needed. • Assist with special project requests for faculty and staff as needed. • Perform other duties as assigned.
