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Office Support Associate

Cline Center for Advanced Social Research

University of Illinois at Urbana-Champaign

The Cline Center for Advanced Social Research is a unit of the University of Illinois College of Liberal Arts and Sciences that aims to equip a new generation of social scientists, humanists, and data scientists to take up key challenges that threaten human flourishing in the 21st century by applying advanced computational techniques at extreme scales to discover innovative solutions for such pressing global problems as climate change, civil unrest, sustainability, inequality, security, and public health. The Cline Centers many activities include curating the worlds largest registry of coups, attempted coups, and coup conspiracies; developing new algorithms and analysis tools for studying civil unrest around the world; providing scholarly access to extreme-scale text analysis data with the approximately 200 million news articles in the Cline Centers Global News Index; and creating the nations first authoritative registry of police uses of lethal force covering all jurisdictions in the United States.

Job Summary

The Office Support Associate provides administrative support to the director and staff of the Cline Center for Advanced Social Research. This position works under the general supervision of the Coordinator of Finance and Administration to perform administrative, clerical, reception, and event support duties requiring knowledge of general office and departmental policies and procedures.

Duties & Responsibilities

Administrative

• Serve as the Cline Centers principal purchaser and complete transactional requirements using appropriate systems/tools (i.e., iBuy, P-Card, or T-Card).
• Coordinate and manage travel arrangements for staff and visitors.
• Prepare, complete, and submit expense reports in alignment with the universitys policy and procedures by utilizing the appropriate systems/tools (i.e., Chrome River).
• Manage the Cline Centers conference room scheduling, student workspace allocations, new hire on-site workspace preparation, and facility management tasks along with the access control system.

Clerical and Reception

• Assist with maintaining the Directors calendar and scheduling committee and task force meetings.
• Assist with tracking, documenting, and maintaining records on Cline Center activities and commitments.
• Maintain inventory and supplies.
• Manage the shared Cline Center email account, route emails to appropriate recipients, and manage incoming and outgoing mail.
• Serve as the initial point of contact for the Cline Center by greeting visitors and answering phone calls.

Event Support

• Coordinate and support events hosted by the Cline Center, including venue reservations, meal planning, and travel arrangements for staff, students, and visitors.
• Assist with itinerary development and advertising activities associated with Cline Center events.
• Other duties as assigned to further the mission of the Cline Center.

Required Qualifications

1) High school diploma or equivalent.

2) Any one or combination totaling eighteen (18) months from the categories below.

a) 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 degree (60 semester hours) equals eighteen months (18 months)

b) Work experience performing office/clerical activities, including the use of computer systems.

Preferred Qualifications

Experience performing office/clerical activities, including the use of computer systems.

Successful candidates will have:

• Ability to obtain knowledge of administrative and clerical procedures and systems such as Microsoft Word processing, managing files and records, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Working knowledge of grammar, spelling, and punctuation.
• Knowledge of computers and computer systems (including hardware and software) to enter data or process information.
• Ability to communicate effectively with others.
• Awareness of, and sensitivity to, cultural and linguistic differences. Commitment to diversity and inclusion.
• Ability to work harmoniously with faculty, staff, and students.
• Ability and initiative to pursue relevant training.
• Ability to effectively multi-task and stay organized.
• Ability to be self-motivated, prioritize tasks, and exercise good judgment.
• Attention to detail.
• Ability to maintain confidentiality in all business and personnel matters.
• Ability to handle sensitive and confidential matters with tact and diplomacy.

Appointment Information

This is a 50% part-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. The salary for this position is set by a collective bargaining agreement and the rate for the position is $18.924/hour. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Sponsorship for work authorization is not available for this positions.

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 Friday, March 22, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. 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 Kelly A. Hammond at hammnd@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

For assistance with resume creation and mock interviews, please follow this link for University of Illinois Human Resources workshops: https://illinois.csod.com/ux/ats/careersite/1/home/requisition/1595?c=illinois

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.