Office Support Associate-Ibrl

Office Support Associate - Integrated Bioprocessing Research Laboratory (IBRL)

College of Agricultural, Consumer and Environmental Sciences

University of Illinois at Urbana-Champaign

WE TRANSFORM LIVES. Everything the College of ACES does is designed to improve the quality of life of the people in the state of Illinois, across the nation, and around the world. We discover, develop, translate, and disseminate knowledge to address societal concerns and train the next generation of experts and leaders in a way that empowers them to expand the boundaries of science to higher levels of understanding and influence.

Be a part of our story. The Integrated Bioprocessing Research Laboratory (IBRL) is leading the way in food and bioprocessing research, teaching, and scale-up activities. Our facilities include over 50,000 sq. ft. of recently constructed and modernized pilot plant, laboratory, and collaborative space filled with over $15M in pilot-scale processing equipment. Our clients range from start-up businesses to Fortune 500 companies in addition to our work supporting major federal research grants, traditional classes, and continuing education opportunities for industry.

We are continually adding new capabilities to our program and are excited to build upon our excellent staff through a strategic hire with the following responsibilities:

Office Operations (65%):

• Assists coordination of schedules for student internship program including interviews and semester reviews

• Assists with IBRL news including website maintenance, newsletters, social media, and press releases

• Updates and maintains IBRL mailing list

• Programs swipe cards and monitors IBRL access

• Works to resolve challenges and find solutions to keeping the IBRL office running smoothly

• Prepares client offices and communal spaces through calendar management and space organization

• Makes travel arrangements and expense reports

Payables and Receivables (20%):

• Receives and processes purchase requests from IBRL staff

• Coordinates and schedules shipments through UPS CampusShip for IBRL program

• Collects and compiles procurement costs between clients or projects to ensure accurate monthly invoicing

• Assists with gathering data for monthly client invoicing

Event Management (10%):

• Assist with facilitation of hosted events such as Advisory Board meetings, company visits, and team-building

activities

• Assist with final details for IBRL short courses (i.e. packet prep, registration)

Other Duties (5%):

• General facility organization

• Keeps communal supplies (i.e. office supplies, kitchen supplies, beverage coolers) stocked

• Backup other functions as necessary to ensure efficient and effective business operations

• Other duties as assigned

Minimum Qualifications:

• High school diploma or equivalent.

• Any one or combination totaling eighteen (18) 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)

• Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills, & Abilities

• Excellent written and verbal communication skills. Effectively use interpersonal skills to relate to a diverse constituency including faculty, staff, other departments, and outside agencies.

• Demonstrated ability to multi-task and handle competing priorities with great attention to detail, timeliness, and accuracy.

• Knowledge of personal computers and software packages such as Microsoft Word, Excel, Outlook e-mail, Banner and other University financial programs. Experience is desired with Microsoft Excel, Word, Skype for Business, Outlook Exchange, T-Card System (TEM), P-Card System (Procurement), departmental portal.

• Ability to use standard office equipment, including personal computers, printers, scanners, copiers, and fax machines.

• Good judgment and initiative

• Ability to perform tasks delegated by supervisor and use sound judgment and discretion in prioritizing, initiating, and executing assignments.

• Ability to adhere to all University, College, Department, and HRSS policies, procedures, and guidelines consistently and competently.

Appointment Information

This is a 100% full-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for Office Support Associate is $36,901.80.

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 July 7, 2024. 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. 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 Samantha Hurt, (217) 300-8457. 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, 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: 1024598

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu