University of Illinois
Office Support Specialist - The Career Center
University of Illinois, Urbana, Illinois, United States, 61801
Office Support Specialist - The Career Center
Ensures smooth daily operations by providing exceptional customer service, supporting service delivery, and maintaining high-quality and accurate information used for marketing materials, digital signage, and various communication channels. The role is part of a collaborative team dedicated to the career development and success of Illinois students. Customer Service & Reception Serve as primary receptionist and provide outstanding front-line customer service for The Career Center. Open and close the resource room daily, ensuring a clean, organized, and professional environment. Oversee check-in processes for student appointments and drop-ins. Respond promptly to phone, email, and in-person inquiries; deliver accurate information and referrals to campus and community resources. Oversee physical library resources to ensure accessibility and upkeep. Service Coordination Manage and monitor appointment schedules to ensure sufficient availability to meet student demand, as well as adjust for schedule conflicts and cancellations. Monitor demand for drop-in services and alert staff when assistance is needed during peak times. Oversee assignment and completion of personal statement reviews, as well as completion of post-appointment notes. Oversee service triage to ensure accurate scheduling and appropriate student referrals. Communicate service updatesincluding delivery times, locations, and schedule changesto internal teams. Process requests for career interest inventories. Hire, train, supervise, schedule, and delegate tasks to part-time student employees who work as Information Desk Student Assistants. Marketing & Communication Support Update content on website and digital displays. Prepare table kits and promotional materials for events and presentations. Proofread, edit, and update content across a variety of print and digital mar-com assets, including Handshake, physical signage, flyers, and social media posts. Track all service delivery and TCC operational schedules to ensure the website reflects accurate information. Operations & Logistics Support Manage reservations for shared spaces, including the conference room, resource room, and shared offices; post and update schedules as needed. Responsible for requesting Arcade Building outside doors hours to be changed. Handle incoming and outgoing mail efficiently and accurately. Set up technology for weekly Monday Wrap-Around, bi-monthly staff meetings, and other similar staff gatherings Maintain Front Desk Manual to reflect current operational procedures and assist with updates to operational guides and other procedural manuals. Assist with processes related to biennial inventory, as well as acquisition, transfer, and disposal of equipment and property. Perform additional operational duties as assigned to support The Career Center. 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 Experience providing customer service and responding to a variety of questions and needs. Experience handling multiple tasks and meeting deadlines. Experience proofreading and/or editing materials. Experience with technology used to manage communications, customer engagement, and/or business processes. Knowledge, Skills and Abilities Ability to provide excellent customer service and support student and staff requests in a high traffic environment. Ability to complete multiple tasks, meet frequent deadlines, and work with minimal direct oversight. Strong attention to detail. Strong organizational skills and ability to prioritize tasks and assignments. Openness, inclusiveness, sensitivity to cultural differences, and the ability to interact with all people. 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. Personal accountability and effective work habits. Proficient knowledge of Microsoft Word, Outlook, and Excel programs. Ability to learn and use technology to manage business processes and service delivery.
Ensures smooth daily operations by providing exceptional customer service, supporting service delivery, and maintaining high-quality and accurate information used for marketing materials, digital signage, and various communication channels. The role is part of a collaborative team dedicated to the career development and success of Illinois students. Customer Service & Reception Serve as primary receptionist and provide outstanding front-line customer service for The Career Center. Open and close the resource room daily, ensuring a clean, organized, and professional environment. Oversee check-in processes for student appointments and drop-ins. Respond promptly to phone, email, and in-person inquiries; deliver accurate information and referrals to campus and community resources. Oversee physical library resources to ensure accessibility and upkeep. Service Coordination Manage and monitor appointment schedules to ensure sufficient availability to meet student demand, as well as adjust for schedule conflicts and cancellations. Monitor demand for drop-in services and alert staff when assistance is needed during peak times. Oversee assignment and completion of personal statement reviews, as well as completion of post-appointment notes. Oversee service triage to ensure accurate scheduling and appropriate student referrals. Communicate service updatesincluding delivery times, locations, and schedule changesto internal teams. Process requests for career interest inventories. Hire, train, supervise, schedule, and delegate tasks to part-time student employees who work as Information Desk Student Assistants. Marketing & Communication Support Update content on website and digital displays. Prepare table kits and promotional materials for events and presentations. Proofread, edit, and update content across a variety of print and digital mar-com assets, including Handshake, physical signage, flyers, and social media posts. Track all service delivery and TCC operational schedules to ensure the website reflects accurate information. Operations & Logistics Support Manage reservations for shared spaces, including the conference room, resource room, and shared offices; post and update schedules as needed. Responsible for requesting Arcade Building outside doors hours to be changed. Handle incoming and outgoing mail efficiently and accurately. Set up technology for weekly Monday Wrap-Around, bi-monthly staff meetings, and other similar staff gatherings Maintain Front Desk Manual to reflect current operational procedures and assist with updates to operational guides and other procedural manuals. Assist with processes related to biennial inventory, as well as acquisition, transfer, and disposal of equipment and property. Perform additional operational duties as assigned to support The Career Center. 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 Experience providing customer service and responding to a variety of questions and needs. Experience handling multiple tasks and meeting deadlines. Experience proofreading and/or editing materials. Experience with technology used to manage communications, customer engagement, and/or business processes. Knowledge, Skills and Abilities Ability to provide excellent customer service and support student and staff requests in a high traffic environment. Ability to complete multiple tasks, meet frequent deadlines, and work with minimal direct oversight. Strong attention to detail. Strong organizational skills and ability to prioritize tasks and assignments. Openness, inclusiveness, sensitivity to cultural differences, and the ability to interact with all people. 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. Personal accountability and effective work habits. Proficient knowledge of Microsoft Word, Outlook, and Excel programs. Ability to learn and use technology to manage business processes and service delivery.