Office Support Specialist - The Career Center



The Career Center, a unit within Student Affairs, exists to empower career choice and action by coaching and supporting Illinois students, while connecting them to opportunities, as they make career decisions and learn lifelong career management skills.



Job Summary

Coordinates activities within the Career Resource Center and maintaining services offered by The Career Center while providing administrative and operational support to marketing and information management. The role is part of a collaborative team dedicated to the career development and success of Illinois students.


The ideal candidate will be enthusiastic about engaging with students, thrive in a team setting, and be committed to diversity, equity, and inclusion.



Duties & Responsibilities




Customer Service and Reception (50%)

• Manage and staff the reception desk to deliver excellent customer service.
• Ensure the Career Resource Center (CRC) is opened and closed on time, maintaining cleanliness and a professional atmosphere.
• Oversee responses to incoming calls, emails, and client inquiries, providing appropriate referrals to resources and campus services.
• Hire, train, supervise, and mentor Information Desk Student Assistants (IDSAs).
• Manage work schedules and delegate tasks to IDSAs.
• Maintain scheduling of student appointments and manage the check-in process.
• Act as the primary contact for staff needing assistance with the scheduling platform.
• Oversee daily cleaning of the CRC and surrounding hallways.
• Oversee the physical library resources in the CRC.
• Handle other duties related to the CRC and Career Center operations as assigned.



Coordination of Services (30%)

• Monitor The Career Center (TCC) appointment schedules to ensure adequate availability and address student demand.
• Collaborate with Career Center teams to communicate service delivery times and locations.
• Alert staff to schedule adjustments, including adding capacity, completing notes, and updating event data.
• Manage appointment coverage or cancellations in the absence of staff.
• Oversee service triage to ensure accurate scheduling and referrals for students.
• Track all service delivery and TCC operational schedules to ensure the website reflects accurate information.
• Monitor staffing and demand for drop-in and online services; notify staff of high-traffic periods.
• Oversee the assignment and completion of personal statements.
• Manage the CRC room reservations calendar.
• Assist with the assignment and posting schedules of CRC shared office space.
• Process Career interest inventories.
• Perform daily cleanup of drop-in schedules in Schedule Q and conduct weekly audits of events in Schedule Q.



Marketing and Clerical Support (20%)

• Support marketing efforts by:
◦ Updating resource center kiosk information.
◦ Uploading events and marketing materials to Handshake.
◦ Preparing tabling kits.
◦ Assisting with marketing material editing.
◦ Assisting with website updates, including announcements and office closure information.
• Update the Front Desk Manual to reflect policies and procedures related to the CRC.
• Perform duties as the FABweb Unit Representative and Biennial Inventory Unit Contact.



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



• Ability to perform multiple tasks, meet frequent deadlines and work independently.
• Attention to detail, ability to work under pressure, organizational skills to prioritize assignments.
• Capable of adapting as needed to last minute adjustments within the workday.
• Strong customer service skills, as this position involves a large amount of contact with students and the public.



Knowledge, Skills and Abilities



• Ability to provide excellent customer service and support student requests in a high student traffic environment.
• Openness, inclusiveness, sensitivity to cultural differences, and the ability to interact with all people, understand individual differences, and relate with a diverse student population.
• Excellent verbal, public speaking, writing, and listening skills with ability to clearly articulate thoughts and ideas.
• Dependable, flexible, and adaptable.
• Exercise excellent judgment and discretion, especially in handling confidential and/or sensitive information.
• Ability to demonstrate personal accountability, effective work habits, and ability to handle multiple work priorities.
• Strong organizational skills with ability to prioritize tasks.
• Proficient knowledge of Microsoft Word, Outlook, and Excel programs.
• Ability to learn and/or use technology to serve students and implement programs.


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 the close of the search. Salary for this position is set by a collective bargaining agreement and the rate of pay is $20.718/hour. 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 Friday, September 27, 2024. Please be sure to upload a resume, cover letter, and professional references.


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 Marsha Mwilambwe at mlmwila1@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, 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: 1026700
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu