"Office Support Specialist (Morrill Engineering Program) - Engineering Administration"

Office Support Specialist

Morrill Engineering Program
The Grainger College of Engineering
University of Illinois Urbana-Champaign

The Office of Undergraduate Programs (UPO) in The Grainger College of Engineering seeks applicants for an Office Support Specialist position. This employee provides general support and assistance to the Morrill Engineering Program (MEP), Academic Redshirt in Science and Engineering (ARISE), and Center for Academic Resources in Engineering (CARE) and the general reception area in the office of the Associate Dean for Undergraduate Programs.

Duties and Responsibilities:

• Coordinates the event planning and preparation for MEP activities including facility reservations, banquet ordering, RSVP handling, name badge/tent/publication printing, etc.
• Coordinates support during events, including setup and cleanup.
• Provides assistance with other UPO programs with similar activities, including graduation convocation.
• Guides the planning and implementation of programmatic activities by creating meeting agendas, taking and maintaining minutes of staff meetings, preparing materials necessary for action items, maintaining administrative calendars and providing updates and notifications of deadlines.
• Serves as the primary backup for the UPO receptionist during breaks and absences and support in peak periods with heavy student visits. This includes receiving visitors to the UPO office, processing clerical documents, and screening telephone calls, visitors, and email correspondence.
• Assists with website updates and electronic communications for listserv, compiles relevant scholarship information from various sources and post information to the MEP communications blog.
• Supervises student staff and assign clerical and other duties to student staff when necessary.
• Maintains a comprehensive records system for various activities, including scholarships and grants awarded, articles/publications inventory, and budget information.
• Updates recruitment and marketing materials and online presence of MEP programs.
• Tracks notifications and correspondence through blogs and other social media.
• Supports MEP's Welcome Committee as well as other recruitment and yield activities.
• Maintains student, faculty and alumni databases; prepares office correspondence, newsletters, and greeting cards; answers phone calls, manages mail (both electronic and postal), oversee the MEP email account, and draft initial responses to internal and external stakeholders.
• Supports MEP retention activities including academic support programs, early outreach, and academic review by making logistical arrangements for room reservations, email and web communication, and organizing assessment tools (webtools forms).
• Drafts conference participation letters on behalf of the Assistant Dean and Director of MEP for students to participate in national and regional conferences.
• Processes travel arrangements for conference attendance by initiating the logistics and monitoring the progress of paying for registration fees, booking flights, securing hotel rooms, etc.
• Responsible for making p-card and t-card purchases, submitting required logs, and maintaining record of programmatic expenses. Provide similar support to other UPO staff members.
• Performs related 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:
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 and Abilities:

• Excellent organizational skills and the ability to work with a broad spectrum of people ranging from high school students to college faculty.
• Proficiency in Microsoft Office productivity software including MS Word, Excel and Outlook.
• Ability to learn various other computer software programs, such as Webtools, CampusGroups, MS OneNote and Access.
• Skill in handling confidential student and staff information, and the ability to manage and communicate such information accordingly.

Appointment Information

This is a full-time Civil Service Office Support Specialist position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Support Specialist classification is $42,032.38 ($21.555/hour). This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy. Sponsorship for 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 (Central Time) on August 11, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. 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 Anisa Abalos-Ramirez at aabalos@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.