University of Illinois

Office of the Vice Chancellor for Health Affairs

Office Support Specialist

Chicago Campus

The Office Support Specialist provides administrative support for the Office of the Vice Chancellor for Health Affairs (OVCHA). OVCHA is an executive-level office that administers a high volume of activity, which requires working with stringent deadlines.  The Office Support Specialist will perform a wide variety of functions in support of operations and services administered by the OVCHA, which requires knowledge of overall OVCHA activities, applicable University and departmental policies, and established office procedures.

1. Provide assistance to support OVCHA operations and services to ensure daily operational needs are met including; performing receptionist duties, answering in-coming calls, handling messages of administrative officials/professional staff to ensure they are retrieved, sent, and/or distributed in a timely manner; sorting and delivering incoming mail; running errands and making deliveries around office or to other units, planning/coordinating departmental mailings and overnight deliveries via U.S. and campus mail; provide photocopying needs of administrative officials/professional staff; initiating communications to provide/obtain information to facilitate OVCHA activities; provide assistance with administration and clerical tasks with PowerPoint and MS Word as needed and performing other clerical and office support functions. (25%)

2. Coordinate logistical requirements for OVCHA activities including reserving space; manage OVCHA conference room calendars, handling equipment and supply needs (e.g., audio-visual aids, computers, phone lines, documents/reports for distribution, and writing materials); handling catering needs; and providing support in other areas as needed. Coordinate facility repairs and upgrades in accordance with university procedure. (15%)

3. Coordinate travel arrangements for OVCHA administrative officials/professional staff, including transportation, hotel accommodations, and preparation of itineraries, which requires knowledge of travel policies and procedures to ensure compliance with established University and departmental travel guidelines/regulations. (15%)

4. Manage business transactions timely and accurately, including iBuy, Purchasing Card and Travel Card transactions; reconcile purchases; process reimbursements using University designated applications. (15%)

5. Maintain records of OVCHA inventory of equipment using web-based application, FABWeb.  Follow all procedures and policies, as required to maintain updated records. (10%)

6. Maintain electronic and paper filing systems for OVCHA correspondence/documents, which may contain confidential information, and perform related activities, including scanning all paper documents into electronic filing system; ensuring active and inactive file listings are accurate and updated in a timely manner; coordinate subscriptions and memberships and retrieving correspondence/documents as requested. (5%)

7. Monitor and maintain office supply inventory, coordinate ordering and process purchases following procedures and protocols, to ensure the availability of adequate quantities for daily operational use. (5%)

8. Assess and process inquiries from persons seeking assistance from OVCHA to effectively address their needs and/or ensure they are appropriately directed to another person/office for response, which requires the ability to make decisions that apply knowledge and understanding of University organization, overall OVCHA activities, and applicable policies/procedures. (5%)

9. Perform other duties, as assigned. (5%)

Minimum Qualifications:

1. High school graduation or equivalent.

2. One (1) year (12 months) of work experience comparable to the second level of this series.

3. Any one or any combination of the following, totaling two (2) years (24 months) of experience in the categories below:

a. work experience performing office/clerical activities, including use of computer systems

b. college or university course work in any curriculum

• twelve (12) semester hours = six (6) months
• twenty-four (24) semester hours = twelve (12) months
• thirty-six (36) semester hours = eighteen (18) months
• forty-eight (48) semester hours = twenty-four (24) months

To Apply: For fullest consideration, please fully complete an online application by clicking the Apply for Position button below.

Fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections.

You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the document section of your online application.

All civil service positions require an exam. This exam is an in-person exam and you will be required to report in person for this exam at the UIC Campus. All applicants that meet the minimum qualifications will be scheduled for an Exam Date and Time. Applicants will be notified in advance and will be given exam date instructions including location.

When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e. resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

For additional information regarding this position please contact Joanne Neris at joannes@Uic.edu.

If an application is not fully completed and submitted by the close date, the applicant/employee will not be considered for this position.

For fullest consideration, the above mentioned requirements must be submitted no later than Thursday, June 23, 2022 .

We appreciate your interest in employment at the University of Illinois at Chicago.

The University of Illinois is an Affirmative Action/Equal Opportunity Employer.

University of Illinois faculty, staff and students are required to be fully vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption in accordance with applicable University processes.

For classifications that require a degree as part of the minimum qualifications, a degree verification will be required before any offers of employment are extended.