NHS Human Services, Inc.

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12014820 Office Support Specialist

Job Summary

This position provides project and administrative support for the Library Team and Programs Team. Project and administrative support are provided by this position to advance a wide range of projects, programs and activities led by the Big Ten Academic Alliance Library and Programs Teams\' stakeholder groups and related project groups.

Duties & Responsibilities

• Provides administrative support to the stakeholders, their project and peer groups and initiatives, and staff. This includes:

  - Manages calendars, schedules meetings, develops meeting agendas and supporting materials;

  - Collects, compiles, and organizes information to create and maintain group documents and reports (e.g., directories, briefing books, membership lists);

  - Gathers, provides and interprets information through the identification and selection of appropriate sources, initiating contact to clarify information as necessary;

  - Assists in the facilitation of meetings and events;

  - Makes travel arrangements for staff and external partners;

  - Coordinates and maintains task management, monitoring to assist with progress and timely completion;

  - Processes financial forms, bills, invoices, and payments, ensuring that financial transactions are appropriate and processed in office software systems according to policies and practices;

  - Handles sensitive correspondence with various stakeholder groups and with other external constituencies;

  - Maintains key contact lists for communications including web site access, list-serves, mail distributions and other communications.

{=html} <!-- --> - Provides administrative support for planning and delivery of virtual and in-person meetings and conferences. This includes:

\- Arranges for venue, facilities, catering, AV equipment/support, and restaurant reservations and menus; \- Processes contracts and orders in office software systems according to policies and practices, monitoring to assist with progress and timely completion; \- Monitors event registration, tracks and arranges for dietary and other accommodations, handles hotel block reservations and related information gathering and distribution, and produces related reports, \- Develops tent cards, nametags, agendas and other materials, and produces hard and electronic meeting packets; \- Tracks supplies and swag needs, records relevant information in office systems for ordering and inventory processes, and prepares for shipping or other delivery; \- Manages process for guest travel and speaker reimbursements and gifts; \- Acts as point of contact for meeting participants, hosts and other external partners.

• Monitors and provides information for websites, registration sites, Teams sites, listservs and other software tools, and performs related updates and communications.

• Performs other duties as assigned.

Additional Physical Demands

Accuracy and attention to detail are essential. Employee is expected to prioritize projects, ask appropriate questions, meet deadlines, and have a working knowledge of the various programs sponsored by the member stakeholder groups. Employee must use good judgment, be self-motivated, able to function well under pressure and with distractions, willing to help others, work collaboratively and think of ways to continuously improve processes.

Employee will be working in a low-traffic office setting and remotely. The job is primarily sedentary but does require some lifting of boxed publications and supplies.

Minimum Qualifications

• Hi h 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

• Understanding and knowledge of the requirements, policies, and procedures of the Big Ten Academic Alliance and the University.
• Ability to operate standard office equipment such as a desktop computer, printer, copier/scanner, fax machine and postage meter.
• Ability to collect and organize complex data and develop reports.
• Proficiency in the use of various web-based applications such as SiteFinity, SharePoint, SurveyMonkey, EventSquid, Zoom and other such applications
• Familiarity with Outlook, Teams, Word and Excel

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 8/12/2024.

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