Posted in Other about 5 hours ago.
Location: Urbana, Illinois
Office Support Specialist- Chemistry
College of Liberal Arts & Sciences
University of Illinois at Urbana-Champaign
The Department of Chemistry is searching for an Office Support Specialist to coordinate and perform administrative/secretarial tasks for professors in the Organic Chemistry & Chemical Biology Areas. Perform general clerical duties in the Organic and Chemical Biology Area Office. A wide array of tasks are involved, which require the use of judgment, initiative and knowledge of the organization, programs, policies and procedures of the unit.
Duties
FACULTY SUPPORT:
• Keys, proofs, edits, prints, and copies correspondence, manuscripts, publications, and reports using Microsoft Word, Excel, PowerPoint, and ChemDraw.
• Proofs faculty Curriculum Vitae, pending research papers for publication, and grant funding proposals.
• Prepares letters of reference as directed by faculty. Administers calendars for multiple faculty, informs faculty of impending meetings/engagements and prepares necessary supporting materials.
• Establishes and maintains confidential records and files for faculty. Transcribes from a voice recording vertabim material, some of which may be technical or confidential.
• Coordinates honorariums for foreign national faculty visiting from universities and pharmaceutical companies.
• Signs documents for faculty as directed.
• Prepares reimbursement vouchers, travel vouchers, and purchase orders for faculty.
COURSE SUPPORT:
• Keys, proofs, prints, and copies of handouts, syllabi, and exams using Microsoft Word and ChemDraw.
• Assists faculty with obtaining Compass websites including uploading syllabi and lab manuals.
• Serves as the point of contact for the graduate teaching assistants (TA) availability of organic and chemical biology students and coordinates with faculty to distribute the TA's information once assignments are made and to set up the lab safety meetings at the beginning of each semester.
• Tracks course books checked out by organic faculty, instructors, and TAs, Supplementary Instruction and Merit TAs (by semester), and for the Organic Chemistry Area.
• Coordinates with faculty to order textbooks each semester and submit textbook orders/adoptions for the organic and chemical biology areas.
• Coordinates room reservations for special course events (ie: review sessions, practice talks, TA office hours, etc.)
• Completes and obtains faculty authorization signature for Supplemental Grade forms.
GENERAL:
• Screens calls and visitors for principal(s); troubleshoots/problem-solves and handles routine inquiries, requests, or problems, provides factual information regarding unit regulations and procedures.
• Signs correspondence, requisitions, and similar documents.
• Supervision of departmental student workers or extra help workers for special area projects.
• Prepares packages to be shipped and key info into the UPS computer application.
• Compiles, summarizes, and organizes information from a variety of sources for use in reports, brochures, and publications per instructions.
• Provide assistance with the O/CB bulletin boards, posting posters for chemistry seminars and other area/department and college seminars. Updates SCS web seminar bulletin and Webtools for the department and area seminars.
• Anticipates and responds to detailed office support needs by conintually updating, prioritizing, and improving the office's cyclical calendar of events for maximum office efficiency.
• Coordinate the Snyder Scholars Program. Send out solicitation letters via Mail Merge, maintain solicitation address list, arrange for housing, scholar arrival/departure, poster session, weekly research presentations, bus passes, gym memberships, obtaining NetID, Illinois.edu email address, coordinate with Organic PI and grad student mentors, set up safety exams, obtain info & fill out REU rating forms, work with the Grad College, SCS
• HR and Dept. Office to process the scholars.
• Perform other duties and projects as assigned.
SEMINARS:
• Updates School of Chemical Sciences and Department web seminar bulletin for organic & chemical biology external speaker seminars, lit seminars, symposiums, and final defenses.
• Arrange food/room/accessories for all reception functions for named seminar speakers and new graduate student welcome receptions.
• Coordinate with the caterer and completion of appropriate paperwork for campus event compliance.
• Book travel, lodging, and parking as necessary for the invited guest speakers and coordinate with the faculty host to assemble a full visit itinerary for the speaker with faculty and select grad students/postdoctoral fellows.
GRAD RECRUITING:
• Assists with poster sessions for each Organic Chemistry grad recruiting weekend.
• Assist faculty as needed w/set up for faculty presentations.
• Performs duties as assigned for grad recruiting including but not limited to reimbursement of all O/CB visiting students, arranging the prospective students' schedules, planning group meals for the prospective students, coordinating with grad student hosts, book travel for prospective students, running errands, prep welcome folders and set-up for various events.
PURCHASES:
• Makes cost estimates and comparisons for goods and services and recommends purchases to organic chemistry & chemical biology faculty, grad students,and postdoctoral fellows.
• Completes purchase requisitions to be sent to the business office.
• Keys supply orders using Reaction.
• Make purchases for the unit with a University P-card while adhering to all University policies and procedures and also with the internal purchasing systems, Reaction and Chrome River.
• Other duties as assigned to further the mission of the department.
Calendars
• Serves as a primary contact to schedule meeting room calendars via Microsoft Outlook.
Required Qualifications
|
University of Illinois
|
|
University of Illinois
|
|
University of Illinois
|
