Office Support Specialist (U) (3243)

Under the direction of the Administrative Assistant of the Office of External Relations, the Office Support Specialist is responsible for providing office support and administrative duties necessary to carry out statewide oversight of the Mental Health Early Action on Campus Act. The position must maintain a general knowledge and understanding of the projects, programs and events administered by the Illinois Campus Cares Technical Assistance Center (ICC TAC), apply judgment, and take independent actions and initiatives to provide direct support to staff and to effectively coordinate administrative activities for the unit.

*This position is ON SITE only.*

25%

1. Respond to routine phone calls, emails, and other inquiries or requests related to the ICC TAC. Responds independently or direct to the appropriate staff member.
2. Establish, coordinate and maintain calendar of operating or administrative commitments and events of unit. Notify staff of deadlines and conflicts and makes appropriate adjustments, when necessary.
3. Keyboard confidential, administrative and/or technical material. Compose correspondence and reports requiring knowledge of ICC TAC activities.
4. Establish, modify, and maintain a hard copy and electronic filing/record system for ICC TAC materials, including confidential materials.
5. Make general supply purchases and track, receive, and distribute items. Coordinate with other office administrative staff when necessary.

20%

1. Schedule internal and external meetings involving staff; schedule rooms; create agendas and coordinate related information and materials. Attend meetings, local and within the state, when necessary to provide administrative support.
2. Coordinate logistical arrangements relating to meetings, visits and conferences for staff; prepare registrations, make travel arrangements and monitor and expedite progress. Assist in processing travel reimbursement upon return.
3. Coordinate meetings and provide administrative support for standing and special meetings, including the ICC TAC Advisory Council, ICC TAC Policy Committee, and Statewide Standards & Best Practices Committee.

40%

1. Assist with planning, coordinating, and facilitating logistics for events and training. Assist staff with preparing event materials.
2. Coordinate facility arrangements for events, meetings, and trainings. Assist in securing venues, coordinating the processing of rental agreements, coordinating menu selection, and working with on-site venue staff to determine set-up.
3. Coordinate purchase of services and supplies for events, meetings, and training. Contact vendors, obtain quotes, negotiate pricing, and initiate the process for making purchases and processing invoices.
4. Assist with online and in-person registration for events and training. Assist with troubleshooting and resolving participant issues.
5. Assist the ECHO Program Coordinator with logistics of ECHO/IECHO events and training.

10%

1. Collect, compile, and organize information for recurring reports, brochures, newsletters, and publications.
2. Monitor and provide updated information for the ICC TAC website and social media accounts.
3. Coordinate activities with internal marketing staff.

5%

1. Performs other duties as required or assigned which are reasonably within the scope of the duties described above.

Credentials to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
   1. 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)
   2. 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.

Knowledge, Skills & Abilities (KSA's)

1. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
2. 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.
3. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
5. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
6. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
7. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
8. Ability to understand written sentences and paragraphs in work related documents.
9. Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
10. Ability to apply general rules to specific problems to produce answers that make sense.
11. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
12. Ability to choose the right mathematical methods or formulas to solve a problem.
13. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Condition of Employment

Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.