Office Support Specialist - Civil and Environmental Engineering

OFFICE SUPPORT SPECIALISTCIVIL AND ENVIRONMENTAL ENGINEERINGThe Grainger College of EngineeringUniversity of Illinois Urbana-Champaign The Civil and Engineering Department in The Grainger College of Engineering seeks applicants for an Office Support Specialist position. This position is responsible for a variety of administrative duties in support of the Department ‘s Transportation Area, including helping to support several conferences hosted by transportation faculty. In addition, they will be called upon at times to assist in supporting needs across all areas and programs in Civil and Environmental Engineering, coordinating activities using experience, knowledge, initiative, and independent judgement. Duties and Responsibilities:

• Manage the Travel Card (T‐Card) purchases, travel arrangements (air, lodging, shuttles, etc.), and events of faculty, graduate students, and post-docs primarily for the Department’s Transportation Area. Independently coordinate travel arrangements, secure restaurant reservations, and develop itineraries for visiting guests of Transportation, and all areas as needed. Includes processing expense reports, staying current on procedures and policies for purchases, consulting with the department’s business office, and keeping records of the transactions. Stay current with Chrome River and other campus software.
• Coordinate Transportation area events, guest speakers, visitors, and new student orientations. Develop flyers, agendas, and order boxed lunches and refreshments for Area events and seminars.
• Responsible for ordering and coordinating supply purchases for the Transportation Area faculty and students. Includes maintaining appropriate records, working with the purchasing staff in the department, stocking general office supplies and reorder as necessary.
• Implement and maintain a calendar of events and deadlines for the area’s faculty. Coordinate inbound/outbound mail, sort, and distribute mail for the groups. Initiate responses on matters not requiring faculty members’ attention. Serve as the receptionist in the Transportation office suite by answering questions, identifying resources, and providing directions to walk-in guests. Serve as a point of contact for the Transportation Area faculty, staff, and visitors.
• Provide administrative support when other area support staff as necessary.
• Supports the Area Chair with variety of special projects and tasks. Compile and maintain lists of current graduate student office space, faculty office space and other area-specific building space. Works with the Area Chair to assign office space to incoming graduate students and post-doctoral researchers. Assists faculty and students with the printer/copier/scanner and help arrange printing jobs in the department or other copy resources on campus.
• Assume additional appropriate related duties to further the mission of the department.
  
  

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:

• Chrome River Expense Reporting
• Good written and verbal communication skills.
• Independent judgment and initiative.
• Proficiency in Microsoft Office software, the operation of personal computer equipment, and the use of university electronic systems. Confidence in learning new software. Familiarity with Dru pal, Four Winds interactive software, and the Adobe Creative Suite would be helpful.
• Excellent organization skills, attention to detail and accuracy.
• Ability to work quickly, accurately, and with minimal supervision.
• Good interpersonal skills.
• Sensitivity to confidentiality.
  
  

APPOINTMENT INFORMATIONThis is a full-time Civil Service Office Support Specialist position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Support Specialist classification is $40,400.10 ($20.72/hour). Employees hired into this position will be expected to work onsite on a full-time basis. Work authorization is not available for this position. APPLICATION PROCEDURES AND DEADLINE INFORMATIONApplications must be received by 6:00 pm (CST) on February 10, 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 be provided no later than the first day of employment. For further information about this specific position, please contact Stacie Mertes and smertes@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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: 1028488

Job Category: Administrative Support

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