Office Support Specialist - IPM

Illinois Public Media

Illinois Public Media is seeking to hire an Office Support Specialist to provide clerical and technical support to the IPM Leadership Team and their departments in planning of daily activities and departmental work. This position will perform a wide variety of office support tasks requiring the use of judgment, initiative, and the ability to operate computer systems utilizing various office software packages.

Duties & Responsibilities

• Leadership Team Support
  Assist IPM Leadership Team (LT) with administrative duties including P-card and T-card purchases, serve as a proxy and prepare expense reports in Chrome River, complete requests for funding (RFF) for LT and route for appropriate signatures and submission to the Media Business Office.
  Provide support to the LT on vendor quotes for purchase orders, notify Media Business Office of new vendors.
  Responsible for making approved P-card and T-card purchases for the LT. Responsible for processing related transactions in Chrome River.
  Maintain the LT’s calendars, schedule meetings and appointments, make changes as needed and notify affected staff of deadlines.
  Calendar departmental events and meetings. Create agendas for leadership meetings.
  Provide human resources support. Submit job/appointment requests in the My.media portal. Assist search committees, schedule meetings and interviews. Plan and coordinate itineraries for candidates’ visits, including travel arrangements and all accommodations. Process p-card payments related to job advertisements. Process I-9 Employment Eligibility forms in Tracker.
• Office Support
  Coordinate subscriptions and award entries, conference registrations, webinars, and membership dues.
  Make travel arrangements.
  Processes corporate support invoicing and follow-up.
  Schedule and provide administrative support for special events.
  Coordinate and assist with the bi-annual inventory process with unit specialists and unit representatives.
  Responsible for gathering correct documentation on packing slips prior to submission to the Media Business Office.
  Handle routine inquiries and requests via phone, email, and in person in a friendly and professional manner.
  Maintain positive relationships with students, employers, and agencies of regular contact. Handle routine inquiries, requests and problems and determine the appropriate course of action.
  Compose correspondence and reports requiring knowledge of the activities and procedures of IPM. Keyboard documents, including confidential materials, and determine format and correct errors in sentence and paragraph structure.
  Coordinate all file management for the department. Manage confidential documents including personnel, institutional and historical documents.
  Provides back-up to Office Support Associate.
• Marketing Support
  Coordinates stationery, business cards and printing quotes.
  Schedules and coordinates ad buys, press releases.
  Copy editing.
  Other duties as assigned.

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 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’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)
B. Work experience performing office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of work experience comparable to the second level of this series.

Preferred Qualifications

Experience with University systems including Chrome River, TED, iBuy.

Knowledge, Skills and Abilities

• Knowledge of University systems including Chrome River, TED, iBuy.
• Knowledge of the organization, programs, practices, and procedures of IPM.
• Knowledge of university business procedures and practices.
• Proficient with Microsoft Office products.
• Strong customer service skills.
• Ability to work independently, accurately, and to exercise sound judgement.
• Strong verbal and written communication, and interpersonal skills.
• Ability to work well with staff, donors, vendors, and others.
• Ability to multi-task.
• Ability to be a strong “team” player; cooperation and collaboration with other people is essential.

Appointment Information

This is a 100% full-time civil service Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after the closing date. Salary is commensurate with experience.

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 May 31, 2023. 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 Jane Dowler, dowler@illinois.edu or 217-333-2351. 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, COVID-19 vaccination requirement, 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. 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: 1017484
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu