Office Support Specialist
The function of this position is
to perform a variety of general office duties to support reception office
staff, administrative services staff, professional staff, practicum students,
graduate assistants and Counseling Center clients. This person also provides direct support to
the Administrative Aide. All work for this position must be performed in
person, as this position has not been approved for remote work. This person
will also direct clients and stakeholders to the appropriate point of service
including but not limited to triage or initial appointments. This person will work primarily at the
Counseling Center main office, but will be expected to work at other Counseling
Center locations including the main office as directed.
Duties & Responsibilities
- Receive, contact, and schedule referred students for clinical appointments and maintain Referral Response Form.
- Maintain and schedule appointments for CCAODP (Counseling Center Alcohol and Other Drug Program) staff.
- Answer phones, transfer calls, screen calls, and take accurate messages.
- Assist in scheduling and maintaining PsychoEd programs for the CCAODP program.
- Receive and direct clients who have appointments with members of the clinical staff, notifying counselors when clients have arrived.
- Schedule “Initial Appointments” for clients in person and on the telephone.
- Provide factual information to clients, students, faculty, staff, deans, and campus units regarding Counseling Center procedures.
- Develop, update, and maintain relevant policy and procedures for ongoing Alcohol and Other Drug program in conjunction with AODP Coordinator.
- Provide backup to the Office Manager for specialized Center operations.
- Schedule client appointments and meetings in each counselor’s electronic schedule system, maintain the quality assurance tasks of other support staff, and other duties as assigned.
Additional Physical Demands
The person in this position must be able to multi-task; organize and prioritize daily projects; be self-motivated and able to take initiative. This individual will be required to exercise discretion and independent judgement. They must be able to maintain strict confidentiality in all interactions both on the job and after working hours. Attention to detail is important in this position. The incumbent must also be approachable, assertive, flexible, and be able to work cooperatively with a variety of personnel and students. The person in this position works in a fast-paced office setting with the constant distraction of phones, inter-office communications and clients. There are occasions when the expression of grievances, requests, demands, or complaints from clients, students, staff, and others may be stressful. The work involves remaining stationary at a desk/computer station for long periods. There is no unusual physical requirement other than the normal lifting of office supplies. Punctuality is imperative.
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.
Knowledge, Skills and Abilities
- 1. Comprehensive knowledge in all Microsoft programs (Outlook, Word, Excel, etc.) to be successful in calendaring, correspondence, spreadsheets, tracking, etc. Knowledge of basic office machines including computers, photocopiers, and fax machine. Employee must learn new programs as technology and office needs change.
- 2. Knowledge of principles and processes for providing excellent customer and personal services.
- 3. Excellent telephone and other communication skills; must be able to communicate effectively, both verbally and in writing, as appropriate for the needs of the audience.
- 4. Attention to detail, ability to work under pressure, maintain organization, and follow-through are necessary. This position is responsible for accuracy, content, format, and timeliness of completion of assignments.
- 5. Must be flexible in assignment of tasks and have the ability to handle frequent interruptions.
- 6. Must have a spirit of collaboration; willingness to interrupt duties to assist other members of the staff in a higher priority assignment is essential. Performance in all areas is expected to confirm to the highest standards of excellence and conduct of business is expected to be above reproach.
- 7. Must be able to maintain strict confidentiality in all interactions, both on the job and after working hours.
- 8. Must be approachable, assertive, flexible, and be able to work cooperatively with a variety of personnel and students.
- 9. Awareness of and sensitivity to cultural and linguistic differences; commitment to diversity and inclusion.
- 10. Ability to exercise initiative, confidentiality, discretion, and sound judgment.
This is a 100% full-time Civil Service 3243 – Office Support Specialist position, appointed on a 12-month basis. The incumbent will work a 7.5-hour day, breaks included, which has a rotating start time with the other 5 reception office staff; start time may be adjusted periodically as needed. The expected start date is as soon as possible after 10/16/2023. Salary is commensurate with experience.
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 September 15, 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. 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 Emily Barnum at 217-333-3704. 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 email@example.com.
Requisition ID: 1019975
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
The University of Illinois is an Equal Opportunity/Affirmative Action Employer. The administration, faculty and staff embrace diversity and are committed to attracting qualified candidates who also embrace and value diversity and inclusivity.