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Office Support Specialist - Beckman Institute for Advanced Science and Technology
Beckman Institute for Advanced Science and Technology

Job Summary
This position is responsible for the coordination of Space Reservations, as well as support for the Biomedical Imaging Center (BIC), Imaging Technology Group (ITG), and Carle Illinois Advanced Imaging Center (CIAIC).
Duties & Responsibilities

• Space Reservations
  
• Coordinate all meetings, seminars, conferences, and special events held at the Beckman Institute.
  
• Maintain the space reservations software and ensure use of meeting rooms meets the Space Reservations policy.
  
• Serve as the main contact to event planners, independently coordinating details from beginning of the reservation process to the end of event.
  
• Provide detailed information of room configuration, catering, and equipment needs to the appropriate staff and keep them apprised of any changes to an event.
  
• Create billing spreadsheets and invoices to send to the Beckman Business Office and send final invoices to units outside of Beckman Institute.
  
• Order supplies and equipment for Space Reservations utilizing I-Buy and P-card.
• Core Facility Support
  
• Provide support to Beckman Institute's current and future Core Facilities (Biomedical Imaging Center (BIC) and Imaging Technology Group (ITG) with such tasks as but not limited to:
  o Assist with making travel arrangements using T-card and reconcile travel charges and process expense reimbursements utilizing the Chrome River system.
  o Scheduling meetings and appointments when given general instruction and making changes as needed for BIC administrators with various collaborators.
  o Creates, updates, revise and retrieve files, records, and department contacts/LISTSERVs, which may involve indexing and cross-filing; responsible for maintaining adequate, accurate, and accessible information, including confidential materials.
• Carle Illinois Advanced Imaging Center (CIAIC)
  
• Coordinate logistics prior to and during seminars, symposia, workshops and outreach activities for CIAIC - for
  Beckman CIAIC activities only.
  
• Additional duties as assigned.

Additional Physical Demands
Work is performed in a standard office setting.
This position has a busy and intense work pace with many critical deadlines; including being responsive to the requests of Beckman leadership.
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 I-buy, P-card, T-card, Chrome River, Zoom, Microsoft Teams

Knowledge, Skills and Abilities

• Ability to exercise independent judgment and initiative, and maintain confidentiality.
• Excellent telephone and communication skills.
• Good organization to prioritize work tasks.
• Proficiency in the use of computers, and a variety of software

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 December 11, 2023. The entry-level salary for the Office Support Specialist classification is $40,400.10 ($20.718/hour). Work authorization is not available for this position.

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 December 5, 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. Please submit a cover letter, resume, and contact information for three professional references. 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 Beckman HR at hr@beckman.illinois.edu. 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: 1021425
Job Category: Administrative Support

To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/8682?c=illinois







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