Office Support Associate - Big Ten Academic Alliance

Office Support Associate - Big Ten Academic AllianceUniversity of Illinois Urbana-ChampaignThe Big Ten Academic Alliance is accepting applications for an Office Support Associate. This position functions under the supervision of the Administrative Aide who serves as the Assistant to the Executive Director. The Office Support Associate will provide support for both the Library Team and Programs Team with the Administrative Aide managing day-to-day work, balancing the workload, setting priorities in consultation with the Directors of the Library and Programs Teams, and helping to advance a wide range of projects, programs and activities.

Duties & Responsibilities -

Provides Administrative Support To The Library Initiatives Team And The Programs Team, And Their Stakeholders, Project And Peer Groups, Initiatives, And Staff. This Includes

• Manages calendars, schedules meetings, distributes meeting agendas and supporting materials;
• Assists in Collecting, compiling, and organizing information to create and maintain group documents and reports (e.g., directories, briefing books, membership lists);
• Gathers information through the identification and selection of appropriate sources, initiating contact to clarify information as necessary;
• Assists in the facilitation of meetings and events;
• Makes travel arrangements for staff and external partners;
• Maintains task management, monitoring to assist with progress and timely completion;
• Processes financial forms, bills, invoices, and payments, ensuring that financial transactions are appropriate and processed in office software systems according to policies and practices;
• Handles sensitive correspondence with various stakeholder groups and with other external constituencies;
• Maintains key contact lists for communications including web site access, list-serves, mail distributions and other communications.
  
  

Provides administrative support for planning and delivery of virtual and in-person meetings and conferences. This includes:

• Arranges for venue, facilities, catering, AV equipment/support, and restaurant reservations and menus;
• Processes event contracts and orders in office software systems according to policies and practices, monitoring to assist with progress and timely completion;
• Monitors event registration, tracks and arranges for dietary and other accommodations, handles hotel block reservations and related information gathering and distribution, and produces related reports,
• Develops tent cards, name tags, agendas and other materials, and produces hard and electronic meeting packets;
• Tracks supplies and swag needs, records relevant information in office systems for ordering and inventory processes, and prepares for shipping or other delivery;
• Support process for reimbursements for guest travel, speaker reimbursements, and gifts;
• Acts as point of contact for meeting participants, hosts and other external partners.
  
  

Coordinates and assists with website updates, provides information for registration sites, Teams sites, listservs and other software tools, and performs related updates and communications.

Performs other duties as assigned.

Additional Physical Demands

Accuracy and attention to detail are essential. Employee is expected to prioritize projects, ask appropriate questions, meet deadlines, and have a working knowledge of the various programs sponsored by the member stakeholder groups. Employee must use good judgment, be self-motivated, able to function well under pressure and with distractions, willing to help others, work collaboratively and think of ways to continuously improve processes.

Employee will be required to interact professionally and satisfactorily with a wide range of people across Big Ten Academic Alliance member campuses, vendors and office colleagues. Contacts are made for the purpose of giving and obtaining information about programs, publications, meetings, activities, schedules and participants.

Employee will be working in a low-traffic office setting and remotely. The job is primarily sedentary but does require some lifting of boxed publications and supplies.

Required Qualifications -

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) 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 year (12 months)
• Associate's degree (60 semester hours) equals eighteen (18) months
• Work experience performing office/clerical activities, including the use of computer systems.
  

Knowledge, Skills And Abilities -

• An understanding and knowledge of the requirements, policies, and procedures of the Big Ten Academic Alliance and the University.
• Ability to operate standard office equipment such as a desktop computer, printer, copier/scanner, fax machine and postage meter.
• Ability to collect and organize complex data and develop reports is a critical skill for this position.
• Proficiency in the use of various web-based applications such as SiteFinity, SharePoint, SurveyMonkey, EventSquid, Zoom and other such applications.
• Proficiency with Microsoft Office suite of products. Outlook, Teams, Word & Excel are used daily in this role.
  
  

Appointment InformationThis is a 100% full-time Civil Service 0846 - Office Support Associate position. The expected start date is as soon as possible after the close of the search. The collective bargaining agreement sets a wage of $36,901.80. Sponsorship for work authorization is not available for this position.

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 InformationApplications must be received by 6:00 pm (Central Time) on February 20, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. Application materials should include a cover letter, current resume (including month/year employment dates), at least three professional references, and proof of degree(s) if applicable.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 Laura Williams at lauraw@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, 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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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: 1029252

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu