Office Support Specialist - Illinois Global Institute

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 50,000 - 80,000; Full time

Job summary

The University of Illinois Urbana-Champaign seeks an administrative professional to support financial and fiscal operations, administrative tasks, and building/room coordination within the IGI centers. The role involves ensuring timely payments, managing calendars, coordinating meetings, processing confidential materials, and serving as a primary contact for students, faculty, visitors, and staff.

Responsibilities include handling postal mail and emails, coordinating domestic and international

Responsibilities

• Assist with the daily operation of the Centers, working closely with IGI staff.
• Act as a confidential assistant in all matters and maintain calendars.
• Coordinate meetings including securing meeting space, preparing agendas, and recording and distributing minutes.
• Receive and process confidential materials for fellowships, scholarships, and MA admissions as well as grant.
• Point of contact between students, faculty, visitors and Center Staff; answer incoming calls and manage emails.
• Manage daily postal mail and email; respond to routine inquiries; coordinate shipping.
• Purchase supplies and equipment; access and maintain electronic programs related to admissions, scheduling, inventory, payroll.
• Provide information to students, faculty, departments and visitors.
• Assist with hiring and supervising student employees; attend campus meetings relevant to tasks.

Job description

Duties & Responsibilities

Financial & Fiscal Management

• Responsible for ensuring all financial payments are executed in accordance with University business policies and completed within established timelines for payment.
• Become proficient in university systems: Emburse, iBuy, My UI Financials, Contracts+, inventory, and various other University platforms required effective business operations.
• Work closely with IGI staff to ensure grant and or endowment funds are being spent in accordance with both University and federal and/or external grant requirements, and/or donor intent.
• Assist with issuing award letters to students, faculty, and external organizations regarding annual fund allocations.
• Demonstrate basic fiscal knowledge of budgets and maintains up-to-date filing system of required receipts and back-up documentation.

Administrative Support

• Assist with the daily operation of the Centers, working closely with IGI staff.
• Act as a confidential assistant in all matters.
• Maintain calendars.
• Coordinate meetings including securing meeting space, preparing agendas, and recording and distributing minutes and notify individuals regarding committee appointments.
• Receive and process confidential materials for fellowships, scholarships, and MA admissions (when applicable) as well as grant.
• Point of contact between students, faculty, visitors and the general public and Center Staff. Answer incoming phone calls and manages email accounts.
• Collect and prioritize daily postal mail and email. Respond independently to routine inquiries. Coordinate domestic and international shipping.
• Purchase supplies and equipment.
• Have access to and maintain electronic programs related to admissions, course scheduling, inventory, purchasing and payroll.
• Provide information to students, faculty, and departments and visitors.
• Assist with hiring and supervisions of student employees (academic hourlies, graduate and research assistants). Attend and participate in campus meetings where appropriate and related to the incumbent's tasks.

Building & Room Arrangement

• Provide building operations support including managing key access for all twelve IGI departments, lock and unlock shared space, mange conference rooms reservation calendars, and serve as point of contact for building requests when needed.
• Event Planning & Publicity Coordinate, monitor progress of, and complete logistics, budget, travel arrangements.
• Honoraria forms
• Reimbursement, room reservations, catering requests and other arrangements for events.
• Help arrange for speakers by issuing invitations to speak and following up on publicity details such as presenters' biographies and abstracts
• Assist with developing publicity and background materials.
• Send out weekly email announcements and other event publicity announcements across campus, maintains database of faculty, students, staff institutions and other interested individuals.
• Process and disseminates course lists for courses related study of relevant region.

Perform other duties as assigned to further the mission of the unit.