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Office Support Specialist

Campus Honors Program

The Campus Honors Program is a 100% student-serving program, which means that our office staff work for approximately 600 of the highest-achieving and most curious and engaged students on campus. The Office Support Specialist is our first point of contact with students and parents/families, provides extensive logistical support for large and small events, and could have substantial creative input regarding programming. Ideally this will be a very attractive job to someone who would enjoy doing more than just the standard office tasks, and who relishes the idea of working directly with talented undergraduates. We need a positive, energetic, team-oriented, capable colleague who cares about students and co-workers. There is room for growth and creativity, and for this person to contribute their own ideas.

Job Summary

The primary function of this position is to provide clerical support for the operations of the Campus Honors Program and achievement of organizational goals. This includes assisting the Associate Director for Operations and the Office Administrator with event planning and management, maintaining student records, processing expense reports, welcoming students and faculty to the office, monitoring the CHP email box and responding to inquiries. The position also assists the Associate Director with managing co-curricular events and the complex admissions process.

Duties & Responsibilities

• General Office Operations:
  
  Responsible for opening the house each morning by ensuring all respective appliances, equipment, technology, lights are on and front door is accessible. Serves as primary contact for students, faculty, and other visitors to the Campus Honors Program. Responsible for coverage of main office phone and routing calls to appropriate personnel.
  
  Ensures the smooth day-to-day workflow of the Campus Honors Program, including opening and closing the house, managing the office calendar, monitoring incoming email, initiating responses when appropriate.
  
  Responds to general inquiries about the Campus Honors Program and the University via email and phone.
  
  Assists the Office Administrator in the production of meeting materials and announcements for the Honors Deans and Directors and the Faculty Advisory group that meet each semester.
  
  Maintains student records and photos.
  
  Responsible for setting up instructional/audio-visual equipment for faculty and study presentations.
  
  Responsible for monitoring the CHP email box for student requests for printing, determining if the requests fall within the organizations printing policy, and printing materials in a timely manner.
  
  Assists the Associate Director with the CHPs various regular publications (the Annual, the brochure, New Student Orientation booklet, Graduation booklet, etc.)
  
  Compiles information for student/faculty course evaluations and surveys. Creates and manages service requests in Facilities and Services portal.
  
• Student Events and Co-Curricular Activities:
  
  Creates and monitors registration for student events and co-curricular activities in WebTools and manages waitlists
  
  Assists with planning and implementing large-scale student events, meetings, and programs. Assists in organizing meeting logistics and activities that support departmental priorities and objectives. Leads smaller scale events to support students.
  
  Advertises student events on social media
  
  Assists the Associate Director with co-curricular programs
  
• Financial and Purchasing:
  
  Processes expense reports in Chrome River according to University guidelines.
  
  Responsible for purchasing and maintaining office equipment and hospitality supplies in iBuy.
  
• Admissions:
  
  Assists the Associate Director with the admissions process by receiving and organizing off-cycle applications.
  
  Responsible for compiling materials for a mass mailing for the annual offer of admission to incoming freshmen.
  
• Database Management:
  
  Assists with maintaining confidential student data in the Filemaker database.
  
  Assists in maintaining database of CHP contacts and internal/external stakeholders.
  
  
• Additional Responsibilities:
  
  Other duties as assigned.

Additional Physical Demands

Due to the absence of an elevator, this position involves navigating two flights of stairs in the Honors House while transporting hospitality supplies for events and to monitor the technology in the classroom, as well as to the basement where files and supplies are stored.

The Office Support Specialist is required to communicate effectively with individuals within the organization as well as those internal and external to the University. The efficient operation of the Campus Honors Program depends upon the Specialist to effectively handle one-on-one relationships written or verbal.

Minimum Qualifications

Preferred Qualifications

Proven track record of customer service to diverse groups.

Knowledge, Skills and Abilities

• Demonstrates thorough knowledge of spelling, grammar, punctuation, skill in both oral and written communication, the ability to independently follow instructions and set priorities. Have working knowledge of various computer programs (Microsoft Office suite, WebTools, Chrome River, Filemaker Pro), and the ability to learn new programs. Results oriented with strong organizational and time management skills. Possess excellent interpersonal skills, the ability to communicate effectively with others, the ability to interact with a broad array of internal and external constituents, and the ability to concurrently manage multiple complex tasks, meticulous attention to detail. Awareness of, and sensitivity to, cultural and linguistic differences, commitment to diversity and inclusion. Knowledge of University and Campus policies. Ability to communicate effectively with faculty and staff in a broad range of circumstances while remaining focused on meeting the needs of the students in the Campus Honors Program

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 3/4/2024.

This position will initially be 100% in person. Once the employee is trained and can work on projects independently from home, they potentially would be able to work remotely one day per week. We also work mostly remote in the summer, meeting one day per week in person to touch base and discuss progress on work tasks.

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 February 16th, 2024. 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. Application materials should include a cover letter, a current resume, and at least three references, including contact information. Immigration sponsorship is not available 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. Minimum salary for this position is $40,400.10. 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. For further information about this specific position, please contact chp@illinois.edu. For questions regarding the application process, please contact 217-333-2137.